Many people struggle to stay organized and productive. They bounce from meeting to meeting, complete random tasks and have crazy conversations in between. Before they know it, the day is over and it seems like hardly any work has been done. Sound familiar? You are not alone.
Just because you have a calendar doesn't mean it's helping your efforts to make the most of your time. However, if used properly, your calendar can be a haven for productivity, time management, and efficiency. You just have to learn how to make the most of it. Here are some ways to get started.
1. Use Automation
Your bills are auto-paid and your car locks itself, so why shouldn't your calendar be automatic too? Fortunately, today's technology makes it easy to automate daily tasks across many calendars. You just have to decide which one suits your needs best.
One option is to integrate your calendar with one project management tool. When an appointment is on the books, a task is automatically added to your scheduled work so you can prepare. Another solution for those with hectic calendars is to optimize the way you schedule appointments. Many scheduling tools—like Calendar.com and Google Calendar—allow you to create an appointment link. This is automatically linked to your schedule, simplifying the process and ensuring you are not double booked.
If staying on top of your pending invitations is a challenge, automation has a solution for that too. Use it to accept or decline appointments based on several factors, such as your availability, to make the most of your time. You can even create an auto-responder based on your availability. That way, your team knows if you're out of the office or have blocked out time to be productive.
While you can't automate everything—you'll still have to go to your meetings—automation is a productivity game changer. So, explore the automation options for your favorite calendar tool and enable the tricks that will help you. Once they're in place, you'll be able to focus your energy on the tasks you really need to do yourself.
2. Sync with your smart devices
Like it or not, smart devices have become staples of everyday life. Devices can be found anywhere from a voice-activated smart home system to the smartphone in your pocket. But did you know you can sync your calendar with your devices to integrate even further?
Just ask for instructions on how sync your calendar on your smart device. You may need to enable permissions or download an app. From there, you'll be able to use voice technology and other features to gather information from your schedule.
How it fits into your daily routine is up to you. You can ask your smart device for your schedule on the go or while multitasking. So you can do the dishes and check when your appointments start the next day. Or you can look up a complete overview of your day's schedule while sipping your morning coffee.
This hands-free option is great if you want to take one more thing off your plate. It can be readily available instead of having to sit down, log in, and review your calendar. Quite literally, all you have to do is ask.
3. Commit to frequent updates
A calendar is useful when it has the information you need. That's why it's so important to schedule time to update it—failing to enter data results in an inaccurate view of your schedule. From there, you can go into an abyss of confusion and wasted time that could have been used for productivity.
Instead, make updating your calendar part of your daily routine. Whether you wake up and look at it first thing or check in every night, commit to a schedule to stay accountable. Can't stand logging in after hours? Download the app version of your calendar to your phone to make updates on the go quickly.
Or specify a specific time each week to make a calendar edit. Review your upcoming appointments, see if anything is out of the ordinary, and refer to personal and work schedules. Setting the time in advance helps you avoid any potential conflicts. You'll prevent last-minute schedule changes and feel more relaxed about what lies ahead.
Updating your calendar may not be your favorite task. It's okay! However, it can help keep you on top of your week and improve productivity. And no matter how you slice it, it's worth the effort.
4. Explore Analytics
Every device you use and app you download contains a variety of data. What you click is likely to track your search history and trends. So why not take advantage of some of that information by reviewing your calendar analytics yourself?
For one, you will be able to learn more about the general use of your calendars. This knowledge can then be used to explore ways you can improve your habits. For example, you might find that your weekly 30-minute meeting only lasts 20 minutes. With this knowledge in mind, you can update your invitation and take 10 minutes back to be more productive.
You can also use insights to see how often you meet with colleagues. For example, if there is a large discrepancy between two direct reports, you might explore reducing the frequency of meetings for better balance. Or see if you can involve the other team member in more existing calls to make the most of your time.
After all, information you can learn from calendar analytics it can inform smarter, more productive decisions. You may be able to buy some of your work days to reallocate to other priorities. This means more work at the same time, all because you have benefited from the data.
5. Turn on Notifications
Staying informed is half the battle with a busy calendar. You know you'll be meeting with that client soon, but the exact date and time eludes you. And how can it not? You are solidly booked. This is where notifications come in.
While it may seem obvious, keeping up with notifications is critical to productivity. You must activate appointment reminders at least five minutes before the start. However, specific meetings may require additional work prior to the meeting itself. This is when setting reminders a day or two in advance comes into play.
You will be able to think and plan ahead for your next call. That way, your presentation or talking points can be ready. Most importantly, you'll avoid the sinking feeling of forgetting an action item you were previously committed to.
Explore the notification options available, even down to the noise they make. An app on your phone or where they appear on your computer can make a difference. The best part? You can fully customize when and where you get notified. You'll stay in the loop without getting overwhelmed, win-win.
Productivity, here you come
Will your calendar always be updated and perfectly organized? Certainly not; life happens. But making a deliberate effort to use technology to your advantage will always pay off. Once you get into a groove, you'll realize how big the difference really is. Your work will be better and your life will be more balanced for it.
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