Are you looking to become a time management master? Are you spending too much time on low-priority tasks? Are your days not as productive as you’d like? If you answered “yes” to any of these questions, then it’s time to learn the art of calendar management.
Having a semi-structured day, where blocks of time are segmented off and devoted to specific tasks, makes for a significantly more productive (and saner) workday. Calendar management is one of the easiest and quickest ways to start saving yourself some time and headaches!
Calendar Management 101
1. Use your calendar for everything
Make sure you use your calendar for everything, not just meetings or events. You’re only human, and our brains can hold only so much information. Troubleshoot time management problems by adding deadlines, reminders, and daily goals. Schedule work time blocks for different to-dos, and schedule breaks to prevent burnout.
Tip: Set a recurring event first thing on Monday mornings as a reminder to fill in your calendar for the week. Our brains are pre-wired to think that Monday is a new beginning, so it’s a perfect time to plan your week.
2. Prioritize your tasks
Have a strategy in place to ensure that you’re spending your valuable time on the most important things. Narrow in on what you need to accomplish, and prioritize those items above others. Prioritizing can be difficult for some, but it’s necessary for growth. If you’re feeling overwhelmed, the simple act of planning out your priorities can be a lifesaver — it can make each day, week, and month seem far less overwhelming!
Hint: Mood Virtual Contractors is here to help with all of your calendar management and scheduling needs!
3. Set reminders
You’re in the zone, making real progress and knocking out items on your to-do list, but suddenly you realize — you’ve lost all sense of time! Maybe you’re late for (or entirely missed) another obligation. Either way, it is not a good look for a professional — especially if it becomes a habit.
Setting reminders will help ensure that being late doesn’t become your M.O.
Tip: Set a reminder (or two) for 5-15 minutes before each event or meeting on your calendar. This will give you enough time to reach a good stopping point on what you are working on and transition over to the next task.
4. Color-code your calendar
If your busy workdays weren’t colorful enough — the next pro calendar management tip is to color-code your calendar. Color-coding is a great way to get a lightning-fast overview of your day.
There are a couple of ways you can utilize color-coding your calendar, so pick a way that will be most useful to you! Whether you are using colors to indicate the priority of a task or to decipher different to-dos, consider color-coding your calendar to optimize your productivity.
5. Schedule time for email
It can be tempting to check your email continuously, but it’s a huge time-waster, and before you know it, a huge chunk of your day is gone with nothing to show for it.
Professionally speaking, you should respond to all emails within 24 hours. Blocking off time at the beginning and end of your day is the best way to ensure that you’re responding to emails promptly, but not sacrificing your productivity.
Optimize Your Calendar with Mood Virtual Contractors
A well-managed calendar can simplify your life, make you more productive, and save your sanity. Having a well-thought-out plan can drastically increase your productivity. As a bonus, since you’re more likely to get more work done, this means you’ll be able to reclaim more of your personal time!
If you need more than a calendar, grab a quick meeting with us. We can show you how expert organizational assistance can free up your time for more important things — like growing your business! Visit Mood Virtual Contractors to see how our virtual assistants can help you scale and reach next-level productivity.