Keys to an Effective Calendar

To begin with, it doesn’t matter what calendar program you use whether Outlook, Google Calendar, or some other app. What matters is that you make the most of the technology available.

Use whatever program you like and are comfortable with to manage your time. The key is to establishing ownership of your time by setting reminders to maintain focus and performing weekly reviews to ensure priorities make it into your schedule.

This is the third part of a four-part series on time-management. Don’t forget to check out Part 1 and Part 2 in this series.

Own Your Time by Putting It on Your Calendar

In a previous post, I discussed some quick tips that will help you own your time. In that post, I briefly discussed the importance of using your calendar to gain ownership of your time. Scheduling priorities on your calendar allow you to protect your time and get things accomplished. Focusing on what is important to you is the key. Also, scheduling your priorities communicates to other people what time is off limit.

Allowing others to determine how your time will be spent forces you to focus on their priorities and not yours.

If you want to get something done put it on your calendar. As Stephen Covey said, “The key point is not to prioritize your schedule but to schedule your priorities.”

Time is your most valuable resource. It is the only resource you have in abundance. It may not feel like it if you have allowed others to own your time. Liberation will come when you acknowledge that you own your time.

By scheduling your priorities, you take complete ownership of your time. Putting priorities on your calendar makes that ownership real.

In my next post, we will talk about the importance of priorities and discuss some ways to go about establishing them.

Use Reminders

After you have established ownership of your time the next thing you need to do is keep yourself focused. One of the most underused tools in calendar apps is the reminder. People tend to put things on their calendar and then fail to follow through on those items.

Using the reminder gives immediacy to your scheduled priorities. It gives you a heads up that your priority is due and keeps it front of mind. Use your reminder to keep you on track and focused on your priorities.

Weekly Reviews

Finally, scheduling a weekly review will help priorities stay scheduled and protect against infringements of your time.

The weekly review should be a scheduled block on your calendar. It should be a one-hour block of time that is reserved for doing calendar maintenance.

This is your time each week to ensure that your priorities remain on your schedule. It is also the time where you will ensure that others have not taken control of your time.

This time should be scheduled at the end of the week, so you can review the previous week and plan for the next week. Maintaining your priorities on your schedule is the key. Take time to review your priorities, what you have accomplished, and what you need to accomplish.

Make sure your schedule for the coming week conforms to what you want to get accomplished. Clean out items that conflict with your goals.

In Summary

Good time management requires that you know what your priorities are and that you create a schedule that aligns with those priorities.

Your time is yours and you need to protect it. A calendar app is the best tool for accomplishing this task. By scheduling activities that conform with, and support your priorities, you take ownership of your time.

Next, reminders help to keep you focused and on tasks. They help to prepare you for the work that you have set as being important.

Finally, weekly reviews help you to maintain your focus. By looking back on what you got accomplished and looking ahead to what you need to do you get to set your action plan to keep you focused and effective.

By scheduling your priorities on your calendar you protect your time and establish ownership over it. And when your priorities are scheduled you will not be living somebody else’s priorities.