How To Use Your Calendar To Its Fullest Effect

I thought I’d share one of the most effective practices that I use daily in order to stay productive and focused on achieving my goals, in the hope that you find it equally beneficial.

All of us know the sluggish feeling of getting through a tiresome week, without really knowing what we’ve achieved, who we’ve helped or how we’ve grown as individuals. The days all merge into a big fuzzy mush and if we take the time to think about it, we’ve not really done anything that has any real significance at all!

Other times, we finish the week feeling overwhelmed with satisfaction and hit by that rushing sense of achievement and success, finishing a full day of productive revision; clearing out the garage and sorting out the house, or feeling healthy and re-energised after a day of intense exercise.

There are productivity concepts which sit above my tip, but my best practical word of advice is to simply start by using a calendar effectively.

It might sound like an obvious piece of advice and you’re probably thinking to yourself “but I do that already!”. I hope that by the end of this blog post, I’ll have convinced you that actually, you probably don’t.

I’ll go through some of the ways you can use a calendar more effectively for achieving your goals – whatever they may be.

Bird’s-eye-view

One of the main benefits of putting everything in your calendar is that it enables you to have a birds-eye-view of your week. How am I allocating my time this week? Do my priorities correspond proportionally to the time/energy I’m allocating to them? Am I spending too much time on things which are inconsistent with my goals or values? You can quite literally see what you’re week will look like and take an objective stance as to whether or not anything needs changing, before it actually happens

These are all important questions to ask when trying to improve productivity, and they’re only possible when you can see what you’re spending your time doing.

Make sure you put everything on your calendar. That includes:

  • Exercise
  • Reading and journaling
  • Praying or meditating
  • Relaxing and socialising
  • Employed work (including sub-tasks)
  • Other work (including sub-tasks)
  • Studying (be specific)
  • Lectures (be specific)
  • Travelling
  • Learning or personal development

If it takes more than 10 minutes and it’s something important, stick it in your calendar.

It’s a good idea to divide tasks into categories which you can colour-code in your calendar. Example categories could be:

  • Personal Development
  • Work
  • Spiritual Growth
  • Education
  • Fitness
  • Enjoyment and Relaxation
  • Volunteering

From here you will be able to see clearly how your time is allocated according to your priorities and design your week in order to cause you to achieve your goals in each area.

By the way, if you don’t have clearly defined goals, spend some time thinking about what they should be and write them down.

Here’s what my calendar looked like last week. It enables me to see exactly how I’m spending my time and how much each category is consuming my time and energy so that I can easily decide whether I am living consistently with my values and priorities. 

Routine is everything

It’s been said that “success is simply the result of successful routines”. I think that’s true. If you have a goal to achieve a certain promotion, build a successful company, grow in your relationships, become financially independent, effectively serve your community and the needy, or get fit and healthy, you can do so by accommodating the right routines. 

Don’t have the time? Cut things out so you do. If you can, delegate the tasks that you find drain your energy or aren’t where your strengths are, so you can focus time on important tasks that only you can complete. 

Spend as much time as possible doing the tasks which have the most value, and stick to them by making them a routine in your calendar. Constantly update and refine your weekly routine to make the very most of the week.

Ditch your to-do list

This is one of the most important elements of using a calendar properly. We’ve all been there – adding task after task to a to-do list and watching the same items sat there like melons for weeks or even months on end without ever getting done.

When something comes up that you might need to do, give yourself only two options:

  1. If it’s not important, ignore it and throw it away (or delegate).
  2. If it’s important, find a block in your calendar for it straight away.

Sometimes you’ll have to allocate several blocks of time to complete a task, and that’s fine. Just make sure you allocate the time straight away to do something. Look at your calendar from a birds-eye-view, and pick a block of time that’s free and is appropriate for completing the task.

If you don’t have time to do this, add it to a list and make sure by the end of the day you’ve taken it off the list and put it in your calendar. Don’t go to sleep unless you have an empty to-do list and a full calendar! And NEVER delete something from your calendar. If you absolutely can’t do something that’s on there, just bump it forward an hour or a day. When you put something in your calendar, you should have 100% confidence that it’s going to get done. If it’s on the to-do list, who knows how long it’ll be there for, but if it’s on your calendar, you can consider it done already. 

Make the most of every block of time

We all have so much time in the week that we don’t spend intentionally.

Do you drive to work? Educate yourself with relevant podcasts rather than listen to music.

Do you spend a lot of time doing housework or running errands? Listen to practical or educational audio books.

Do you spend more than an hour a day watching TV? You really don’t need to fill your mind with that much trash.

Do you get to work and don’t know where to begin or what to prioritise? Spend 15 minutes planning your day and deciding what your MITs are (Most Important Tasks) for achieving your goals for that day.

Do you think of yourself as an evening person, not a morning person? Experiment! Try getting up at 6:30 every morning and be in bed by 10:30, for a month. See if you can adjust.

But most importantly, put it all in your calendar.

As you can tell from the screenshot above, I always use Google Calendar for its accessibility and feature set, but for those of you who prefer to use a physical planner, I can highly recommend this personal planner from Little More. I’ve heard great things from fellow productivity nerds about it, particularly due to its flexibility.

Whatever it is, be intentional about how you allocate time and use your calendar strategically. Design your week, don’t let your week design you. Get on top of your use of time and if you live according to a well-designed calendar, you’ll be successful in living according to your values. 

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2018-12-15T09:50:22+00:00

About the Author:

Tom is a software engineer, digital consultant and cyber-security researcher based in Southampton, UK. He is a published author and writer for a number of organisations, and also serves as a local politician with a particular focus on the use of technology to drive change.

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