If calendar management is a pain point for you, these five time-saving calendar hacks will change your life!
The little things can make a big difference when running your own business! Entrepreneurs know this well, which is why they are always looking for ways to save time and manage their schedules more efficiently.
In his research on productivity and time management best practices, Kevin Kruse, author of 15 Secrets Successful People Know About Time Management, spoke to more than 200 billionaires (including Bill Gates), Olympians, straight college students and entrepreneurs to find out their most valuable advice. He discovered that ultra-productive people don’t work according to a to-do list but according to their schedules. By planning everything from appointments to deadlines to small tasks, they can get a better overview of their day and make sure they’re making the most of every minute.
Although using a calendar might seem like a no-brainer, there are some hacks you can use to get the most out of this time management tool. Here are a few tips:
Use the time blocking technique
One of the best ways to use your calendar is to block time. It means designating a certain amount of time for a specific task. This helps you stay on track and keeps you from getting distracted with other tasks. To block time for different tasks on your digital calendar, simply choose a start and end time for the task. Next, add a title for the task and any other relevant details. Once you save the event, it will appear as a block of time on your calendar. You can use time blocking to work on a project or even to take time out for a lunch break. If necessary, you can always adjust the start and end times of tasks.
Jack Dorsey, the former CEO of Twitter, is a big proponent of time blocking and swears by its effectiveness. He is known to block all day for a certain theme. For example, Monday is dedicated to management; Tuesday to the product; Wednesday to Marketing and Growth; Thursday to developers and partnerships; and Friday at recruitment. This allows Dorsey to focus all his energy on one theme at a time, creating a rhythm that keeps his head clear on his daily goals and promotes efficiency.
The calendar overlay method
The popular calendar overlay method was created by productivity expert John Zeratsky to help people make the most of their time. The idea is simple: First, create a calendar template (which he calls the “overlay”) with all the features of your ideal day, including meal times, working hours, and breaks . Then, project this overlay on and off your regular schedule to see where your time goes. For example, you can check whether your scheduled meetings fall within your working hours. If not, you can make changes to your overlay to fit this meeting into your day.
“Sometimes I copy an event from my template to my real calendar. But most of the time I don’t need it. Even knowing my template is there helps me stick to the plan,” explains- he wrote in one of his blog posts. “Since it’s not my real calendar, I can mess up and not worry about dropping a meeting or showing up to something at the wrong time. “
Zeratsky often schedules two events simultaneously in his overlay to avoid procrastination. That is, if there are no tasks for certain blocks (for example, you have no meetings for the blocked period for your daily meeting slots), you can work on the other event.
The Pomodoro Technique
Created by Francesco Cirillo in the late 1980s while still a university student, the purpose of this technique is to reduce the impact of internal and external distractions on focus and flow.
The Pomodoro technique is great for making the most of your time and getting things done. The idea is to break your work down into 25-minute intervals, also known as “pomodoros.” After each pomodoro, you can save what you’ve done and take a five-minute break to reset yourself for the next pomodoro. After four pomodoros, you take a longer break of 15 to 30 minutes.
There are several Pomodoro apps in the market, such as Clickup, Focus, and Pomodor. Some offer better scheduling by connecting to the main calendar or time tracker. If you’re looking for a way to increase your productivity, try the Pomodoro technique!
There you have it, calendar hacks that can save you time and improve your work efficiency. Hopefully these tips will help you make the most of your time and accomplish more every day.
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