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10 Tips to Effective Calendar Management

Effective calendar management plays an important role in how we structure our day, week or month and keeps us on top of time management and helps us from procrastinating.



If you're the type of person, who finds themselves with a chaotic calendar at the start of every week then these ten tips for effective calendar management will help keep you on top of your time management and help you beat procrastination.


Right, it’s time to look at ways we can manage your time more productively. To achieve this, let's look at 10 ways you can do just that.



  1. Schedule Time For Effective Planning

  2. Integrate All Of Your Calendars

  3. Block Schedule Everything

  4. Colour Code Calendar Events

  5. Batch Together What Can Be Batched

  6. Give Each Calendar Day A Theme

  7. Don't Be That Person Who Is Back To Back

  8. Set Calendar Reminders

  9. Book in a No Meeting Day (Once a Week)

  10. Review Your Calendar


Schedule Time For Effective Planning

At the start or the end of the week, we should have a set time blocked out for us to plan our calendar events. For some, this may seem time-consuming but in reality, planning your time and your activities before you start your week will save you time in the long run.


It's not only just about how you manage your calendar, as we all know email management plays an important role too, so be sure to implement time in the week to sit down and go through your emails as well as your calendar.


Integrate All Of Your Calendars

Combine all of your calendars into one. If you're the type of person who has multiple calendars in your life, then you may find it hard to keep on top of these records because they're all separate. By implementing each calendar together you're giving yourself a better overview of your whole day or week.


If work wants to book in a meeting with you at 8 am but you have to drop the kids to school for 8:15 am then having implemented both calendars, you would know that you cannot make this time.


Block Schedule Everything

Block scheduling is a block-based system where you block out particular times in the day to focus on key elements or the most important thing for that designated time. Use block scheduling when booking in calendar events. Instead of using the traditional to-do list, you’ll start your day with a detailed calendar that sets out what you’ll focus on when you will do it and for who long. This is a great tool for calendar management.


Colour Code Calendar Events

To make it easier on the eyes, try colour coding your calendar events. Doing so can help you identify events faster and easier. This also gives you a great overview of your calendar and how much time you spend on particular tasks throughout the week; which you can then review and see if you have used your time effectively.


Batch Together What Can Be Batched

Batching is a great time saver and helps with clumping calendar events together. You would start by looking at what calendar events you have planned for the week and see if there are any similarities. If you had to send out multiple emails, you would do this in one sitting, not scatter them around during the day.


Give Each Calendar Day A Theme

Let's say you're a busy recruiter, you have meetings with stakeholders, candidate callbacks, roles to source, emails to go back to and interviews to book in. To make it easier you would give each calendar day a theme and focus that particular task throughout the day. Monday could be a callback day, Tuesday could be a sourcing day or Wednesday could be email management and admin day. You get the gist.


If you feel this may not work for your type of work then consider splitting your days into two sections. Monday could be a callback and souring day, so on so forth. By doing that, you're freeing up mental energy because you already know what you need to focus on for that day.


Don't Be That Person Who Is Back To Back

We have all heard the saying 'I'm back to back today'. This normally comes down to poor time management mistakes. However, this common term is used a lot but it's not considered a bad thing. However, when focusing on planning your calendar for the week be sure to leave gaps in between each calendar event. You don't want to jump out of one meeting, be late for another and still be thinking about the last meeting you were just in because you didn't get all of your notes down.


Set Calendar Reminders

Book in reminders for your events. By doing this you're alerting yourself that you have an upcoming calendar event or an event that is about to end so you can start preparing for the next one. This is a great tip for anyone who a packed calendar and wants to be one step ahead of their calendar management.


Book in a No Meeting Day (Once a Week)

Be sure to implement a no meeting day into your calendar. By doing this, it gives you a bit of free time to catch up on small the things that need to be done.


Review Your Calendar

By reviewing your calendar each week or month, you get a good overview of how much time you have spent on particular events. Calendar management is all about growing and bettering the craft. If you felt that you spent to much time on one calendar event, you know for next time you can limit that time next week.


Use your calendar to track what went well and what didn't and start to note down ways you can improve. At the end of the day, you're the only one who knows what is best for you.

#calendarmanagement #organisation #timemanagement


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