How to organise your digital calendar for maximum productivity.
Entrepreneurs wear many hats, handling several tasks at a time. Your working week can become chaotic without good time management and an organised daily calendar. Below, I've outlined my 9 top tips on organising your digital calendar for maximum productivity.
Colour coding is your best friend! Colour coding is a straightforward technique that I swear by. You assign specific colours to different event categories (e.g., yellow for personal activities, green for work meetings). When you're in a rush, colour coding helps you quickly grasp your schedule.
Add events (and relevant information): For your schedule to be truly useful, your calendar needs to be your single source of truth. This means that you need to add all events to it.
Always use reoccurring events: If you have an event every day, every week, or on a third Wednesday of every other month, your calendar app can create a recurring event. Add the event once, specify when it recurs and when it ends, and then you'll never have to schedule it again.
Add all useful information to events: Use the description field of your calendar event to record helpful information you might need. You don't want to be digging through emails down the track to remind you about that meeting or appointment!
Protect your focus: Designate uninterrupted periods for deep work. During these blocks, silence notifications, close unnecessary tabs, and immerse yourself in essential tasks. Protecting your focus ensures quality output and prevents distractions from derailing your progress.
Set up reminders: If you're using a calendar app, you can set it up to notify you before events happen. I highly recommend using these notifications, especially for significant events. Give yourself ample time, not a notification, 5 minutes before the meeting or appointment!
Hidden reference calendar: Did you know you can make a reference calendar on Microsoft and Google? These calendars can be hidden by default. An example of when using a reference calendar is a boot camp schedule or gym workout sessions. You don't need to use these daily, but they are actually handy to view if and when needed.
Schedule time for your goals: Have you set long-term goals personally or for your business? You can start scheduling these on your calendar to keep them at the top of your mind. Scheduling removes ambiguity and lessens resistance.
Check your daily calendar: This is a simple tip many skip! Check your calendar first thing in the morning. Make it part of your morning routine, and it will prime your brain for the day and make you much less likely to have something catch you off-guard.
If you follow my simple rules, your calendar will become your ultimate productivity system, seamlessly organising your tasks, meetings, and goals. You'll transform chaos into clarity, ensure you're always prepared, and maximise every minute of your day.
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Stay inspired, stay productive!
Donna - Your operations wing-woman
Virtual Elite Co.
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