As published on the Stuff website
Time is one of our most precious commodities, and, failing to manage your time effectively means reaching goals too slowly or perhaps not reaching them at all.
The easiest way to focus is by using a calendar app. A calendar helps you get organised and provides a visual aid to see where your time goes. It also helps you plan how you will spend the time you have available, so you can focus on what is most important.
Your calendar needs to include your personal activities as well as business/work responsibilities – so important for R & R and self-care.
Here are some of my favourite calendar management techniques.
Time blocking
Time blocking is a popular and effective technique that works with your to-do list. You simply block off time in your calendar to work on specific tasks.
Start by breaking your day into blocks of time and scheduling tasks hour by hour. Every hour scheduled has a clear purpose. You set a time to get things done and execute that plan.
Plan free time
As I mentioned earlier, it’s important to schedule your personal time, too.
When we’re busy, all too often the sacrifice is our personal life. Blocking out time in your calendar for both work and life allows you to keep a watchful eye on when the balance is being tipped too far.
Remember, we’re unable to create time. Whenever a new project or commitment arises, something else will be pushed down the list. Keeping all your obligations on your calendar allows you to see the sacrifices you’re making.
If your calendar is full of business commitments and no personal time, this ultimately impacts your health, making you less efficient and productive.
Pre-plan your time
As crazy as it sounds, you need to set aside time to plan your time usage. At the end of each day, look at what you’ve spent your time on.
• Is there anything to be scheduled for the following day?
• Is there room for that activity on your schedule or will something be sacrificed?
• Is it a sacrifice you’re willing to make?
Planning for the next day’s or week’s activities also guarantees you will get ahead of a busy calendar to make any changes you need ahead of time. It also provides a high-level overview of any critical tasks, allowing you to gauge how much time is left for other things. By managing your time beforehand, it’s easier to focus on things that matter.
Review your calendar
Create a habit of checking your calendar at the start of every week and the end of every day. I find a Sunday works best for a weekly review, but you need to find a day that works for you.
Look at things like:
• What meetings are there the following week?
• Are there any actions to take or preparation needed?
• What projects are you working on?
• How much time should be set aside for those projects?
• Has anything been overlooked the week prior that needs rescheduling?
Once you’ve reviewed your calendar, block any actions, preparation time and projects in your calendar to make sure they happen.
The review process provides an opportunity to remove anything from your diary that’s not important; if priorities have changed, create time for other things.
Use reminders
One of the best features of any calendar app is the ability to create reminders. You can set reminders for everything, such as:
• Appointments
• Starting your next project
• Taking a break
• Walking the dog
Reminders help you stick to your schedule without having to regularly check your calendar. Think of reminders as your electronic assistant, keeping you on track and focused throughout the day.
However, be sure not to overuse them. You only need to be reminded about the important things.
Calendar management is an important skill because it allows you to prioritise and focus on important tasks, while maintaining a healthy work/life balance. If you practise these techniques, you can look forward to being more productive and crushing your goals in the coming year.
If you need support managing your calendar, get in touch with us, we can help.
