From the Codex //021: How to Break Big Projects Into Phases (Without Burning Out)

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Learn how to break down epics into phases and milestones, so your business grows sustainably instead of burning you out.

The Real Problem With Big Goals

I see this with clients all the time (and old, younger me was plenty guilty of it myself): you set a massive goal like “I want to be the #1 go-to expert in my niche.”

Sounds exciting. You start going off on all your big picture dreams, how amazing it’s going to feel and how successful this version of you will become.

But as soon I ask, “So, what’s your first step? What’s your plan to make this happen? What are you doing to bring this closer to you so you can have it today?” … silence. Then comes a frantic few days of half-started projects, late nights, too much caffeine, and a nervous system fried from “trying to make progress.”

Here’s what’s really happening: you’re treating an epic business project like a simple project. You think it’s one thing, when really, it’s a multi-layered initiative that requires time, phases, and structure to succeed.

An epic is a 6–9 month initiative, like launching a new group program, building a content ecosystem, or rebranding your business. But most founders cram the entire epic into a 30-day sprint, wondering why they are working “so hard” and “not getting results.”

Here’s the truth: the bigger the goal, the more structure it requires. Project management is what turns big visions into finished realities.

From Epic → Project → Sprint → Task: A Quick Refresher

If you’ve been following this series, you already know the difference between an epic, project, sprint, and task. If you need a deeper dive, revisit my earlier article: <name of article> here for the full breakdown.

Here’s the short version:

• Epic:The big vision. Ex: “Launch my new program.”

• Project: One slice of that vision. Ex: “Build a content system for the launch.”

• Sprint: A 2-week cycle where you focus on one contained piece of the project. Ex: “Create and schedule 10 launch Reels.”

• Task: The smallest actionable step. Ex: “Write Instagram captions for Week 1.”

Why this matters here: most entrepreneurs compress an entire epic into a single month (well, they try to.) That’s why you burn out, get very little done, and money leaks out as quickly as it comes in. Breaking your projects and epics into manageable phases is what turns overwhelm into flow.

Why Small Wins Fuel Big Growth

A lot of entrepreneurs resist breaking their big vision into smaller pieces because it feels like playing small. “If my dream is to scale to $50k months, why would I focus on something as simple as creating a lead magnet or finishing a nurture sequence? Isn’t focusing on this small goal distracting me from my bigger vision?”

Here’s the truth: small wins don’t dilute your vision, they compound it.

Every completed sprint or micro-step puts you in embodiment with the version of you who already has what you want. The $50k version of you did create that sales page. They do have that nurture sequence in place. They did build that content engine.

Each small win is a piece of that reality locked in:

• A sales page that converts.

• A nurture sequence that builds trust.

• A content system that generates leads week after week.

These become the building blocks that stack toward your epic outcome. Instead of waiting six months to feel progress, you create momentum every day. And that momentum fuels both confidence and cash flow.

When you finish phases, you don’t just “check boxes,” you multiply results and step deeper into the identity of the leader you’re becoming.

How to Map Your Big Vision Into Manageable Phases

You don’t need a complicated software stack to manage your projects. What you do need is a way to get the epic out of your head and into a structure you can see, sort, and act on.

Here’s my simple 4-step process along with visual representations:

Step 1: Start with the North Star.

What’s the epic you’re working toward? Write it at the top of your board, whiteboard, or digital workspace. Bonus points if you create a vision board or put an image that anchors you into the bigger picture. It reminds you what all the small pieces are stacking toward.

Step 2: Brain Dump the Landscape.

List out every action, asset, or system you think you’ll need. Don’t filter, just dump. Sticky notes, digital cards, or even scraps of paper all work here. The point is to stop holding it in your head.

Step 3: Group Into Phases.

Now organize those pieces into 2–4 phases. Think of each phase as a “mini-project” with a clear outcome. You can use a simple Kanban board (Backlog → In Progress → Done) or a task matrix (Phase 1 → Phase 2 → Phase 3). Suddenly, what felt impossible starts to look linear and doable.

• Phase 1 (Foundation): Define pillars + write 2 weeks of posts.

• Phase 2 (Creation): Batch 20 Reels + graphics.

• Phase 3 (Systems): Automate scheduling + set up analytics dashboard.

Step 4: Translate Into Sprints.

Take the tasks inside each phase and drop them into 2-week sprints. A sprint should have one focus: building your nurture sequence, finishing your sales page, or creating 10 pieces of launch content. When you zoom in like this, you stop drowning in an epic and start completing meaningful wins.

The Payoff: From Chaos to Flow

Breaking down epics into phases is how you stop burning out and start scaling sustainably.

• Clarity reduces overwhelm.

• Milestones keep you motivated.

• Finished projects generate revenue faster than half-built ones.

👉 Action Step: Take your current epic (launch, rebrand, or major system) and map it into 3–4 smaller phases. Name each phase, define its milestones, and give it a realistic timebox.

When you honor the structure of your epic, you move from chaos to flow and you start finishing the projects that actually grow your business.

Next Steps

Next week, we’ll go deeper into the hidden bottlenecks that slow projects down and how to spot them before they derail your momentum.

And if you want to go further now, inside Aesteria Academia I help you turn personal brand goals into high-leverage results in an exclusive, high-touch community built for conscious leaders scaling sustainable businesses.

That's a wrap on this week's article. From the Codex drops every Thursday; straight from my desk to yours. Join the list here so you never miss your next power move.