Calendar Management is the key to being Super Organized

Make a calendar work for you

Calendar Management is the key to being Super OrganizedCalendar Management or the lack of it, is likely to be an issue if you have ever missed a deadline, failed to show up for an appointment or been charged a late payment fee.

Some people resist using a calendar, thinking it’s too difficult to manage, won’t be available when and where they need it, or that it will make them inflexible. The truth is, setting up a calendar and using it can be almost completely automated, and when you take the time to schedule your work, you’ll actually find more freedom in your day, not less.

Share Calendars to Avoid Back-and-Forth Scheduling Conversations

How many emails does it take to schedule an interview or coaching session? For most people, it requires at least three. One to propose a time, another to say why that won’t work and to suggest others, and a final confirming email.

What a waste of time and enrgy!

Instead, by using good Calendar management and in particular a shared calendar or appointment system such as TimeTrade or Acuity Scheduling, you can schedule meetings and appointments in one click. Your client will see exactly what times are available, and be able to pick the one that works for their schedule as well.

You can achieve a similar system within your family by sharing a Google calendar. Need to schedule a dentist appointment for your son? One quick check of the calendar lets you know your daughter has a choir performance that day – better choose a different day for that cleaning.

The Hard Landscape

David Allen of Getting Things Done recommends using your calendar only for those things that must be done on a specific day. In other words, your calendar is not your to-do list, it’s a schedule of appointments. By only scheduling that which must be completed, such as doctor appointments and travel, you leave the rest of your days open for a more fluid lifestyle, while still completing tasks on time.

Long-Term Planning with a Marketing Calendar

Day-to-day appointments and managing deadlines is great, but smart business owners and entrepreneurs also use their calendar for long-term planning. Product launches, marketing schedules, joint venture plans and more are all wisely written on a calendar. That allows you to easily see what’s coming up and to match your own products and promotions with those of others, for even greater reach.

Your marketing calendar can include everything from keywords to target for PPC campaigns to blog post ideas to products you’d like to create. Your calendar doesn’t have to be carved in stone, though. Be sure you leave room for on-the-fly promotions and last-minute opportunities as well.

Let Someone Else Do It

Finally, if you find yourself resisting calendar management or using a calendar at all, outsource it! A Virtual assistant (VA) will most likely handle your calendar with more efficiency than you do, because they won’t be so easily distracted by other things that are going on in your life. Not only that, but with someone else managing your calendar, you’ll have more time for actually getting stuff done.

How good is your calendar management? You can leave a comment by clicking here.

Till Next time

Mike Gardner is The Time Doctor

Mike Gardner aka ‘The Time Doctor’ and is highly regarded as one of the UK’s leading Time Management and productivity specialists. As well as being regularly featured in both online and off-line media outlets around the world, he is the author of the best selling time management book, Business Owners: Your Family Misses You. He regularly speaks on topics that are congruent with his mission of helping small business owners, entrepreneurs and independent professionals to be incredibly productive, whilst still balancing their business and family commitments in a way that enables them to feel fulfilled and guilt-free. He is an avid Aston Villa fan, a Dad to Neil & Emma, a hubby to Wendy and in his role as an Officer with the reserve forces, he has completed operational tours of Iraq and Afghanistan.

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12 thoughts on “Calendar Management is the key to being Super Organized

  1. We find sharing calendars to be very useful in our businesss. It saves a lot of time to check availability before scheduling. I have noted your advise on using my personal calendar for appointments only as mine is cluttered and mostly with tasks.

  2. This is an area I really struggle with, espeically across time zones, which is having a VA works best for me. I think it also makes my response to cleitns more personal than an automated calendar. Like the Dave Allen idea too!

  3. Great post and it’s sparked a fabulous idea for a blog post for me – why do I use an online calendar to book appointments, and connect that with a report I wrote when I was a law firm performance consultant. We looked at the efficiency of logging service desk calls by email vs telephone call. Logging a call by email takes much more time to resolve because of the back & forth nature as typically the end-user doesn’t provide all the relevant detail the first time.