When you want to manage your time, productivity, and efficiency, calendar is one of the most important tools you can use.
An efficient calendar will keep you on top of your meetings with people, scheduled tasks, and even important people’s birthdays.
Yes, calendar is a great productivity tool, but it has the same drawback as any other productivity tool – you need to use it properly.Many people misuse their effective calendar, and as a result, they end up in a world of chaos.
They face some of the following issues:
- Their calendar is so full that they can’t read it
- They miss serious meetings
- They forget to make an appointment
- They have many meetings, but they are not sure what the purpose of each meeting is
- They don’t have time to prepare for their meetings
- Their calendar is filled with unimportant material that doesn’t give them time for actual important material
There are many other problems that arise due to improper use of the calendar, and you go astray in your direction.
5 Simple Steps to use your Calendar Effectively
The following steps will help you use your calendar more efficiently so that it improves your productivity, rather than hindering it.
ONLY ONE CALENDAR
This should be obvious, but you’d be surprised how many people try to use more than one.
You record multiple appointments in one calendar and other appointments in another calendar.
When you use only one effective calendar, you know exactly what appointments will be today, tomorrow, and the day after.
You can make a quick decision that is the foundation of high performance.
TIME ONLY / DATE ONLY
The purpose of an effective calendar is to record appointments or activities that need to be performed at a specific time or date.
There is a long-standing belief that what is planned will be done, and there is an element of truth in this.
The problem is that if you plan on doing unimportant work, it is done before the work that is more important.
Another problem that comes up here is that whenever something more important comes up, you should try to rearrange your entire calendar to make room for it.
This can be a complete nightmare, and you’ll probably end up behind schedule or just miss something.
When you only plan your tasks that have a specific time or date, you get a lot of free time to complete your most important work.
Then you decide what to do at any given time using the following question: What is the most important task that I can complete with the time and resources given to me?
This is much more efficient than planning everything and just working on what’s next, regardless of the level of importance.
MAKE AN APPOINTMENT IMMEDIATELY
If you make an appointment, you’re giving your word, and so by skipping that appointment, you can do a little damage to your trust.
With friends and family, you usually get the chance to improve, but if this appointment was with a business contact or client, you may not get another chance.
There may be emergencies that will cause you to miss an appointment, but then you need to get in touch and explain yourself as soon as possible.
But to be able to do this, you must first know that you have an appointment.
All you have to do is record this appointment in your effective calendar as soon as you schedule it.
You can even set a reminder using an online calendar.
You avoid a difficult situation and relieve stress by clearing your memory, going to the calendar for just a few minutes and writing a reminder in it.
ADD A LITTLE INFORMATION
There have been many times when I’ve checked my effective calendar and seen that I have an appointment, but I have no idea what it’s about.
I saved a reminder under the name of a person or under the name of a specific task.
However, I didn’t have enough information to find out the specific purpose of the meeting.
Some information that you should consider when making entries in an effective calendar::
- Contact’s name, email address, and phone number
- Location and any information about the meeting
- Link to the site to refresh your memory
- List of information that needs to be reviewed before the meeting starts
- Brief notes from the previous meeting
- Anything that can help you make your meeting more effective
CHECK IT OUT!
It’s not enough to just write a specific entry with a specific date to your calendar.
You can’t just sit around waiting for a notification to remind you that you have an appointment.
You need to look at your effective calendar ahead of time so that you can do the necessary preparatory work.
Regardless of the nature of your recording, the meeting will be more effective if you are properly prepared for it.
Check your calendar every day to see what you have planned for the next few days.
Check at least once a week and at least two weeks in advance, as something may occur that requires a lot of preparation.
Remember that you may have made some of these entries weeks or even months ago.
It’s easy to forget what’s going to happen.
An efficient calendar is an essential tool for maximizing productivity.
You know where you should be, when, and why.
It’s stupid to trust your memory.
You may remember your entry, but you may forget when to prepare for it.
It is very important that you remember at the right time and use your calendar correctly.
This article has provided you with simple but useful tips for using your calendar effectively.
When you start using the calendar as part of your overall productivity system, you’ll start making real progress.