5 Scheduling Software Tips to Get You Ahead in 2020

By Jon Bradshaw | Scheduling | No Comments

Are you frustrated by all the time you spend scheduling appointments? Across a day’s worth of meetings, it may cost you an hour just to get everything on the calendar.

This is a particular challenge for companies that rely on appointments — hair salons, dental offices, massage therapists, and more. Staff and owners need a seamless, reliable way to manage the booking process.

The right answer is one that’s easy for employees as well as customers to use. At a time when 75% of millennials prefer texting over talking on the phone, online booking tools are increasingly in demand.

The question is, are you getting the most out of yours? Here are five ways to do it:

1. Take advantage of point-of-sale integrations

Many scheduling software tools are designed to integrate with PayPal or other payment processors, but a lot of users do not know it. This feature can be handy for any small business that spends a lot of time chasing clients with invoices.

With this type of integration, you can request upfront payment for services, which saves your staff time and gives your revenue a boost. This can also be a strategy for delivering better customer experiences.

By having embedded payment options directly in an appointment scheduling tool, you fundamentally make things easier.

Consider this scenario: After a purchase is complete, a customer’s credit card is automatically charged the proper amount and a receipt emailed to them. It’s just like Uber — no fumbling around with cash or waiting for confirmation.

2. Communicate your policies clearly

Customers want to know what they’re signing up for before they do business. If you don’t list your prices and rules on your site or in your appointment confirmation email, you give people more reason to hesitate and ask questions.

It’s particularly important to give upfront prices, including fees for late cancellations and no-shows. This reduces the need to explain anything and encourages customers to do their homework ahead of time.

Depending on your business, taking a small deposit may also make sense in the event a client cancels. If this is the case, you can get customers to enter a credit card number when they book and inform them that they’ll be charged in certain situations, such as canceling less than 24 hours in advance.

3. Use automation to reduce wait times

Scheduling software gives you a high degree of control over your calendar. It lets you do things like set “never ever” hours and manage how your availability is displayed. But perhaps most importantly, it allows you to automatically inform others of changes.

Taking advantage of this creates time efficiencies for both you and your customers. If you’re charging customers for being late or not showing up, it’s not fair to expect them to endure excessive wait times or last-minute changes.

In the case that you’re running late, there are simple notification features that allow you to keep customers in the loop. That way, you can stop a missed meeting from snowballing into a sour customer experience.

4. Sync it all

If you’re like me, you might be thinking, “I don’t want to use yet another app.” There are so many tools out there that learning to use a new one — even one designed to make life easier — is stressful.

The good news is that scheduling software is simple, intuitive, and can be synced to most major desktop, mobile, and cloud-based calendaring solutions. Because it works with Outlook, Google, and iCal and more, changes made in the appointment tool will appear on your — and if you want, your customers’ — digital calendars.

Additional useful features include a client list and email integration. Together, these capabilities make it easier for business leaders to build and stay in touch with a large mailing list. The ability to capture emails is valuable, given how exceptionally well this channel gets consumers’ attention.

5. Make the most of the data at your disposal

Many scheduling tools feature reporting capabilities, helping you get insight into your company’s performance, behavior trends, and customer base. More leaders than you’d expect leave this data on the table.

Don’t ignore what you’re paying for. These reports can be exported in a variety of formats for further analysis in spreadsheets and other analytics tools.

With a greater understanding of your customers, you can better tailor your content and the look of your calendar to those you serve. This can be as simple as adding a custom logo or color scheme, changing a style of speaking or tone, or adjusting the frequency of contact. But it can be as complex as cohort analyses and account-based marketing.

When you take the time to set up your scheduling software properly, you’ll elevate your customer experience and save yourself time. In doing so, you’ll make not just your life easier, but also that of your clients and team members. And surely that’s worth getting to know a new tool.

The Psychological Benefits of Working Less

By John Rampton | Knowledge Base | No Comments

How to Squeeze More Time Out of Your Busy Schedule

Recently I caught up with a close friend because he recently bought a new home. While it was a painless experience, he did tell me an entertaining story about his younger brother. His little brother graduated from university last spring, and he’s now a part of the daily grind. You know how it is — working at least 40-hours per week. Anyway, his brother was supposed to help with the move. But, the brother overslept and was late for assisting with the move. His excuse? He was exhausted from working all week.

While we did have a chuckle at his brother’s expense, I also wanted to empathize with him. I mean, when you think about it, spending the majority of your time at work is exhausting.

I know. You have to work to pay your bills. But work is also good for you. If you know that your work is meaningful and serves a purpose, it can be a boost to your mental well-being. At the same time, though, working too much does the opposite. There are even some dire psychological effects if you’re working more than you should.

A quick history of the 40-hour workweek.

Alright, before I go any further, I want to answer an important question. Who came up with the 40-hour workweek?

It may come to a surprise to some of you, but the 40-hour-work week is a more recent development.

Thousands of years ago, our ancestors were hunter-gathers. Although that lifestyle seems harsh, it’s believed that people only spent four-hours a day hunting. Then, they figured out how to farm. Compared to hunting and gathering, it was a more complicated and more time-consuming way of life. After that, we entered the Industrial Revolution.

During this time “human beings were imprisoned in factories and mills for almost all of their waking hours, treated as nothing more than objects of labor, working in appalling conditions for appalling wages, and usually dying at a young age,” explains Catesby Holmes in a piece for The Conversation.

It was so bad that companies forced people to work between 12-15 hours per day for six days a week. In 1817, Robert Owen, a British textile-manufacturer came-up with the slogan “Eight hours labor, eight hours recreation, eight hours rest” to help his employees find balance.

Fast forward to Henry Ford in the early 20th Century, who discovered that employees were more productive if they only worked 5-days a week. And, that’s where you’re at today. Although, recent research, however, shows that an eight-hour workweek is ideal for mental health. Yes. You read that correctly. Not eight-hours a day. But, week.

So, yeah. As a whole, things have gotten better. But, we’re still chained to that antiquated 40-hour workweek that was established hundreds of years ago. And, that’s probably considering that working less then that is for the best.

We’re not meant to work eight-consecutive hours in a day.

“Humans have a well-defined internal clock that shapes our energy levels throughout the day: our circadian process, which is often referred to as a circadian rhythm because it tends to be very regular,” writes Christopher M. Barnes in HBR. And that plays a massive role in how we work.

“Although managers expect their employees to be at their best at all hours of the workday, it’s an unrealistic expectation,” explains Barnes. “Employees may want to be their best at all hours, but their natural circadian rhythms will not always align with this desire.” The human body has two productivity peaks in the course of the day. The first mid-morning and the second later on around 5 or 6 p.m.

Although everyone has their own specific rhythms, the point is, we’re just not meant to work for eight consecutive hours. Over the hours, various studies have found that when you’re circadian rhythms are disrupted, it “leads to weight gain, impulsivity, slower thinking, and other physiological and behavioral changes.” Barnes’ own research also found “that circadian mismatches increase the prevalence of unethical behavior, simply because victims lack the energy to resist temptations.”

The solution? Offer flexible hours. “Flextime provides an opportunity for employees to match their work schedules to their own circadian rhythms,” adds Barnes. If this isn’t an option, then take frequent breaks throughout the day. For example, work for around 90-minutes and then take a breather for approximately 20-minutes to grab a snack, walk outside, or take a cat nap.

Less work, more sleep, a better life.

Entrepreneurs and workaholics may take this for granted. But, working endlessly can “make people tired and resentful, and therefore less productive,” writes Holmes. “There is also evidence that too much work impairs our health, leading to poor sleep and an increased risk of conditions such as heart disease and type 2 diabetes.”

As for the psychological benefits, this “means less stress and anxiety.” IT can also strengthen relationships since we can” spend time with our loved ones, and have more energy to give them.” ICYMI, relationships make us healthier and happier.

Holmes also says that working less allows us “to live authentically through following our own innate interests so that we spend more time in the positive state that psychologists call “flow” (when we are intensely absorbed in enjoyable activities). We have more time and energy to nurture our creativity, which also leads to a more meaningful and purposeful life.”

Still not convinced? Holmes has found that when we aren’t always working, we can “experience the joys of doing nothing in particular.”

“People who experience this often report that they feel more grateful for life, more connected to nature, that they have more authentic relationships and become more creative and spiritual,” adds Holmes.

The solution? Set boundaries and work smarter. Don’t bring work home with you. When you’re off-the-clock, enjoy your downtime. What’s more, come up with ways to work smarter and not harder, such as:

Trimming back your to-do-lists.
Tracking your time.
Focusing on one task at a time.
Hiring people who are smarter than you.
Automating and delegating repetitive tasks.
Working on your most challenging tasks when you have the most energy.
Batching similar tasks together.

Working less can solve all of our problems.

That may sound too good to be true. But, that’s the argument presented by Rutger Bregman on TED.com.

Some of the points have already been discussed. For instance, working less can reduce stress and improve life satisfaction. But, there also some compelling reasons why we should ditch the 40-hour workweek.

Shorter workdays reduce errors and accidents.
A reduced workweek could cut CO2 emissions. If you weren’t aware, mental health is an overlooked consequence of climate change.
Work sharing may reduce unemployment.
Short workweeks may reduce inequality and help achieve gender equality.

The solution? Switch to a 4-day work week or a 6-hour workday. It’s at least a start. And, it can be an easy adjustment if you shrink your deadlines. That’s a proven technique to combat Parkinson’s Law, which states, “work expands to fill the time available for its completion.”

For example, if you have three hours to complete a task, and you can get it done in two, you’ll still end-up using that entire block of time. But, if you only gave yourself an hour and a half, you’ll be more motivated and focused on completing that task within the shortened timeframe.

The evidence is clear. If you want to be happier, healthier, and more productive, then it’s time to spend less time at work. As an added perk, it will also make the world a slightly better place. Of course, before diving in headfirst, ease into this. Maybe cut back from 40-hours per week to 35 until you’ve found your ideal schedule.

And, if you’re leading a team, take steps like flexible scheduling and letting employees work remotely. Most importantly, put more of an emphasis on the results and not the hours your team has worked.

Break These 4 Bad Habits to Boost Your Productivity

By Jon Bradshaw | Time Management | No Comments

It’s hard not to admire Bill Gates. A billionaire, philanthropist, and founder of Microsoft, Gates has achieved more than most people ever will. There are a variety of reasons for his success, but one that often gets overlooked is meticulous time management.

We all have the same number of hours each day. So why do successful people get so much done while others struggle with a basic to-do list?

Bill Gates is an outlier, and it’s unlikely that most of us could take his approach and expect similar results. But for the average person, learning the basics like how to optimize your day or how to break big tasks down into manageable bites can make a big difference.

This is well and good, but perhaps the most important thing is not what you do but what you don’t do.

More than half the battle is avoiding pitfalls. There are tons of things that limit our productivity, but attempting to change seventeen habits at once is overwhelming. Better to take a few at a time:

1. Repetitive checking

It takes the average person 15 minutes of focus before they can fully engage in a task. Once past the 15-minute mark, it’s possible to get into a flow — an energized state with focused attention. Research shows that people in a flow state are five times more productive than they otherwise would be.

Repetitively checking your devices kills flow. When it comes to habitual phone-checking, everyone has their drug of choice. Many get pulled into Facebook’s vortex, some can’t stop refreshing their email inboxes, while others always seem to find themselves back on Twitter.

Smartphones have created conditions where most of us live in a perpetual state of distraction. Worst of all, many of these services and apps are designed to take advantage of our psychological weaknesses and encourage compulsive usage.

Collectively, we need to fight back by identifying triggers (stress, unoccupied moments, etc.) and using lockout mechanisms that help curb repetitive checking. As Tristan Harris, director of the Center for Humane Technology, puts it: “We need to build firewalls around our attention.”

2. Multitasking

Multitasking is a productivity black hole. You may think you’re more productive by doing a bunch of things at once, but you’re fooling yourself.

The human brain might be good at switching between tasks, but in the process, it loses focus, creativity, and productivity. The dangerous thing is that multitasking feels productive when it isn’t. As Latin writer Publilius Syrus once said, “to do two things at once is to do neither.”

Many people claim to be good multitaskers, but the fact is that only 2% of people can do it well. For the remainder of us, the solution is to single-task ruthlessly. When multiple things pull on our attention, we have to prioritize.

3. Putting things off

Procrastination is a human tendency. About 20% of adults have regular bouts of procrastination. Putting things off is generally a big productivity suck.

A common trap people fall into in the office is to avoid difficult or intimidating tasks first thing in the morning. We have a finite amount of mental energy, and as we use up this energy, our decision-making, and productivity decline. This is referred to as “decision fatigue.”

When you put off tough tasks, you save them for when you’re potentially at your worst. Strive to tackle your biggest tasks when your mind is fresh.

This requires motivation, which is fickle. It’s better to cultivate discipline. Be disciplined and take your biggest tasks head-on every morning.

4. Not getting enough sleep

A good night’s sleep is critical to maintaining good health. Without good health, it’s tough to be productive in any meaningful sense. This may seem obvious, but it is worth mentioning because, according to the CDC, one in three adults in the U.S. don’t get enough sleep.

Research has shown that getting five hours or less of sleep several nights in a row affects a person much like alcohol consumption. Being under-rested leads to a partially impaired state where you’ll be more likely to make mistakes, have more headaches, and be more prone to distraction.

Practicing better sleep hygiene may be the surest path to more productive days. This can take many forms, but a good place to start is sticking to schedule.

When planning your day, take into account your circadian rhythms, which might mean sleeping at different times. Creating a sleep ritual, limiting screen time before bed, lowering temperatures in your bedroom, napping during the day if it suits you, and limiting caffeine intake are all also good ideas.

These habits may seem minor, but they add up. Most boil down to a choice between immediate gratification and delayed gratification. With a little intention and discipline, you can live more productive lives and get more of what you want.

7 Habits of Highly Efficient Professionals

By John Rampton | Time Management | No Comments

How to Tell Challenging Customers the Truth

Success can be measured in hundreds of different ways. When asked about achievements, some professionals might look to their salary, their list of publications, or their charity’s social progress. Despite how an individual determines whether or not they are successful in their professional lives, or how that success might compare to someone else’s is a personal calculation. Here are seven habits of highly efficient professionals.

Successful people will agree — at least part of their success is due to their high level of efficiency.

Watching for and building on habits that bring success, most professionals continue to learn and grow in their craft throughout their whole lives. Here are a few of the habits that people put into practice for success. Many of these ideas are mentioned in great detail in books, business school, podcasts, content, and events.

1. Dedicate Yourself.

A key to creative, professional, and personal productivity is vision and being able to envision exactly what you’re working toward. Without vision or purpose, you’re going to spend an awful lot of time paddling about aimlessly in the proverbial river of life. As Jason Fried wrote in his bestseller REWORK, “When you don’t know what you believe, everything becomes an argument. Everything is debatable. But when you stand for something, decisions are obvious.”

The real secret to being effective in life is simple. You need to know precisely what you want and pursue that goal as you see it in your mind.

2. Eliminate Distractions.

Being a workaholic isn’t necessarily a good thing; it all depends on how you’re getting your work done. If you can do something in a minute that might take the next guy five minutes to complete, then it doesn’t matter if you work a four-hour day, just as long as you’re accomplishing your goals. Many find that making a morning routine helps.

Try to find efficiency in your daily routine. Creating efficiency is the same thing as eliminating distractions. Don’t get caught up in e-mail, Facebook, or all the other time-wasters on the internet. Instead, focus on the end task and nothing else.

3. Talk the Talk.

Communication is everything. To be an effective participant in a meeting or team, you’ll need to communicate effectively. Otherwise, your ideas and input might not be considered for what they’re worth, and then what?

Another part of “talking the talk” is being easy to reach. E-mails, phone calls, or text messages should be dealt with as they arise. If you’re working on something at a critical stage, you can eliminate all unnecessary communication.

4. Take Another Look.

If a problem seems unsolvable, taking a few steps back can make a world of difference. Genuinely successful people can create new perspectives for themselves. They learn to see issues, people, or situations from several angles and allow for a more coordinated response.

It’s rare today that a problem is black-and-white. Competent professionals can recognize the many facets and solutions to every question or issue.

5. Be Flexible.

A branch that can’t bend with the wind will break. Flexibility and the ability to adapt to uncertain scenarios makes you a valuable employee. The ability to see the entire problem and make spur-of-the-moment decisions can make a real difference in reaching one’s goals.

Be ready to embrace change as it comes. If you allow yourself to be open to opportunity, then an opportunity will make a habit of presenting itself.

6. Cool Down.

Living a life of high productivity or high stress can leave people a little high-strung or tightly wound. No one can work twenty-four hours a day, seven days a week, and walk away unscathed. Check yourself if you want the chance to be a highly efficient professional.

You should be able to detach from your work. Calendar time and fill that time with an activity that will allow you to recharge and rehab your body and mind. Take time to exercise. You’ll find that if you allow yourself time to recharge, you’ll do better work whenever you are working. The brightest flames tend to burn the hottest and the quickest, but there’s no sense in burning yourself out.

7. Organize.

Organizing yourself doesn’t necessarily mean having a clear, empty desk and ten pencils sharpened and neatly arranged. Being organized is a state of mind, and it will manifest itself differently for everyone. Some people find productivity only in a clean, open space, while others need every surface of their work area to be covered in quotes and images before they can find inspiration.

The bottom line is that a successful individual knows how, when, and where their best work is done. A successful life is hard to measure. Remember that as the philosopher Jean-Paul Sartre wrote, a man or a woman is only a sum of their actions, not a sum of their plans, hopes, or wishes.

If you want to be efficient and successful, you’ll make a plan. Calendar that plan, and follow the steps you’ve laid out for yourself. Most people out there would be millionaires already if wanting that goal was all you had to do. Wanting is the natural part — doing what’s required is a little more difficult.

How to Create and Manage a Team Calendar at Your Startup

By John Rampton | Scheduling, Time Management | No Comments

If you want to keep everything running smoothly at your startup, then you need to live by a team calendar. After all, a shared calendar improves communication and efficiency, balances out assignments, and boosts productivity. Oh yeah, your team calendar is also ideal for startups since they make long and hectic days more organized and manageable. Here’s how to create and manage a team calendar at your startup.

Specifically, team calendars are used for a variety of purposes, such as:

Reminding everyone of deadlines and due dates.
Scheduling meetings, client calls, one-on-ones, and work schedules.
Notifying others when you’re available or busy.
Mapping out projects, such as a content schedule.
Tracking the progress of a project.

That’s just scratching the surface. But, as you can see, a calendar doesn’t just keep your team on the same page. It also creates accountability and keeps them focused on their priorities.

However, the only way that your team will receive these benefits is by adequately creating and managing a team calendar from the get-go. And, here are the best ways to get you started.

1. Find and use a cloud-based calendar app.

The first step is to find a calendar tool for your startup. Of course, this depends on what you actually need in terms of a calendar. But, at the minimum, it should be easy to use, shareable, and fits within your budget.

Here are some of the more popular options you can look into:

Google Calendar. It’s free, straightforward, and can be used for scheduling meetings and reminding your team of important milestones. You can also create your own calendar templates using Docs or Sheets.
Microsoft Outlook. This is a little more complicated, but most people are familiar with it. It’s perfect for generating schedules and agendas. Also, you can design your own template with Excel.
Apple Calendar. A very easy-to-use calendar if you and your team rely on Apple products.

Besides the “big three,” you may want to look into some other options. For example, TeamUp and Teamweek are calendars explicitly built for keeping teams organized. Project management software that helps organizational efforts are Trello and Wrike.

Also, make sure that whatever online calendar you use can be synched with other tools. Calendar, as an example, syncs with your existing Google, Outlook, or Apple calendars so that you can schedules events with your team. Since it uses machine learning, Calendar can also make smart suggestions on scheduling your next meeting.

2. Assign a calendar keeper.

After you’ve chosen your calendar app, make sure that only one person is in charge of it — this can be either you or an assistant. If you have too many people adding and editing entries, then your calendar is going to become one hot mess. With so many people adjusting the calendar, it’s going to become cluttered and full of scheduling conflicts.

Obviously, you want your team calendar to be collaborative and inclusive. But, that doesn’ mean that everyone should have the power to make changes to the calendar. Instead, it should go through the calendar keeper first to keep it clean and organized.

3. Customize your calendar.

Perhaps one of the best things about online calendars is that they can be customized. For instance, you can create as many calendars as you like, like one for tasks related to a project, another for meetings, and another for when employees are on vacation. You can then color-code each calendar so that they’re easily differentiated.

Additionally, you can change how and when reminders are received. For instance, you could turn off desktop notifications to reduce distractions. Also, you can determine when to send reminders out, like 15-minutes before the start of a meeting.

4. Add non-negotiable items.

These may not be precisely the same for you and your team. A non-negotiable item would include items that are essential such as a project due date or an in-house client meeting. These could consist of essential appointments, predetermined meetings, and daily activities that help reach a goal.

Placing these items into your team’s calendar ensures that something less important won’t steal any valuable time from your startup. However, the sooner you insert them, the better. This way, when someone tries to schedule another activity during this timeframe, it’s already blocked out.

5. Determine your team’s peak productivity.

We all have different times when we’re most productive thanks to our natural rhythms. But, researchers have found that a majority of us are most productive before lunch. So, what does that mean for your team as a whole?

You’ll want to schedule your most essential tasks when everyone is alert and focused early in the morning. You would block out this time for everyone to work undistributed, as opposed to having them sit in a meeting. You would then plan for less critical work to be scheduled during productivity slumps. Productivity changes during different times of the year, as well. Calendar your most vital issues early in the year — like January and February. Keep in mind productive months like October and the not-so-much months of summer.

To find out when you and your team are at peak productivity, have everyone track their time to see how it’s being spent. You can then review the data. Or, you can issue polls or surveys to find this information out.

6. Stagger employee schedules.

While this may sound like a lot of work up front, this allows for more flexible scheduling so that you’re never under-or-overstaffed. It also allows you to plan accordingly. For example, if your entire team asks for the same time off during the summer or the holiday season, then you won’t have anyone available to work. However, with a team calendar, people can view when other’s have planned a vacation so that they can select a different time to getaway.

7. Include time buffers and blank spaces.

Unlike the Engineer Bunny, humans can’t keep going and going. We need to take breaks throughout the day to clear our heads and prepare for what we have planned next. To account for this, schedule time buffers and white in your calendar.

For example, don’t plan back-to-back meetings. Leave 30-minutes before each event so that everyone can digest what was just discussed, grab something to eat, and prep for the next meeting. Also, leaving chunks of time free gives your calendar a little more flexibility in case your schedule shifts because of an emergency.

8. Consider synching personal calendars.

Synching doesn’t mean forcing your team to share every detail of their private lives. But, it does let everyone see when they’re free or busy. For instance, if a colleague is traveling to meet a client for lunch, then the rest of your startup will know that this person is unavailable during this timeframe.

Also, it can come in handy when someone plans a vacation. Again, you don’t need to know the specifics. But, at least everyone will know when this person is out of town and when they’ll return.

9. Don’t forget about the holidays and time zones.

As remote teams are becoming increasingly popular, time zones are definitely something that you should be aware of. It may be 3 P.M. for you, which is an excellent time for a meeting, but for some of your team, it could be noon, meaning that they’ll have to skip lunch.

Furthermore, if working with an overseas team, they may have a national holiday where they request off. As such, you don’t want to plan a meeting or due date for that day.

10. Toss out everything you thought you knew about meetings.

Having a meeting for the sake of doing so doesn’t just harm productivity. It can also kill morale. So, before filling the calendar with a ton of meetings, make sure that it’s necessary. If it is, then don’t use the default time suggested by your calendar. Instead, change the time to how much you actually need — most of the time, this is under 30-minutes.

And, speaking of meetings, please don’t schedule any at the last minute. Not only is this disrespectful, but it can also lead to confusion and poor attendance. If you need to go over a topic at this very minute, consider alternatives like email or Slack until you can schedule a meeting.

11. Review your team calendar frequently.

Finally, review your team calendar frequently. After all, projects are completed, schedules change, and new responsibilities pop-up. If you don’t factor in these changes, then your calendar is outdated and obsolete.

As an example, team members who are parents may require more flexible schedules around various points throughout the year. A more flexible schedule may be especially true during the summer and holiday breaks.

Spring Clean Your Schedule: 4 Steps to Greater Productivity

By Jon Bradshaw | Scheduling | No Comments

Modern life is hectic. If you’re not careful, it can become a whirlwind of appointments, notifications, and deadlines. In this state of disorganization, it’s easy to push aside some of your basic needs.

Working some of these basics back into your schedule is a good place to start, but it should be part of a broader picture of resetting your priorities. And there’s no time like the spring to get that done.

Truly prioritizing allows you to tidy up your schedule, reorganize your days, and, ultimately, achieve more in life. It’s not complicated, but it does require a little effort.

Create a master list

We have different priorities. There are daily tasks that need attention, targets to hit for the week, and things that need to get accomplished within a month.

The tricky part is that these competing demands rarely line up, and it’s all too easy to focus on what’s most urgent or right in front of you while ignoring the long-term items. To get a handle on these tasks, you need to get everything down in one place.

Step one is to make a master list — a document, app, or a good old piece of paper where all of your tasks are listed.

This is in keeping with productivity consultant David Allen’s “Get Things Done” methodology, which emphasizes getting your to-dos out of your head in a systematized way that you can refer to later. This frees your mind of any distractions that might stop you from working efficiently. It also creates a foundation for step two.

Separate your “shoulds” from your “musts”

As self-development author Brian Tracey says, “there’s never enough time to do everything, but there’s always enough time to do the most important thing.”

With your master list neatly laid out, you can step back and review it in terms of what you should do as opposed to things you must do. What’s the difference?

Well, shoulds are habits, behaviors, and ideas that come from other people. These pesky shoulds permeate your brain, and they come from social conditioning, the people you follow on Linkedin, the ads you saw last week, etc.

On the other hand, musts are the habits, behaviors, and ideas that originate from a sense of what’s important to you. These things are deeply personal, and they have to get done to achieve big goals and to become the best version of yourself.

The problem is that people often confuse shoulds with musts. Without intentionality, we tend to get overwhelmed by the former and put the latter off. For example, scheduling downtime to do things that make you happy is a must, but the nearly endless stream of shoulds can detract from that.

When you say “yes” to things on your schedule, make sure they aren’t at the expense of the bigger, more important, long-term items. In doing so, you can reprioritize your schedule to revolve around what matters and reduce the amount of time spent on trivial tasks.

Clean up your physical environment

Starting a fresh schedule this spring would be incomplete without cleaning up your physical surroundings. Clutter builds up over time, and taking care of the spaces you inhabit on a daily basis can do wonders for your productivity.

Be sure to clean up your office desk this spring. Get rid of the unnecessary documents and trinkets you’ve collected over the last year. Tidy up your home so you aren’t constantly trying to squeeze chores into your schedule.

Decluttering reduces anxiety and gives you a feeling of self-efficacy that can translate to your daily tasks. Do not neglect your physical environment when you are revamping your schedule.

Build supportive habits & structures

If you’re going to spend the time and energy to clean up your schedule and to refocus on your musts, you need a plan to support these changes.

There are a variety of ways you can approach this. Here are a few:

Develop a proactive morning routine
Tackle the most difficult things first
Control how your availability is displayed
Spend time each evening planning the next day
Practice the art of saying “no”
Keep your workspace clutter-free
Remember the sunk cost fallacy

Doing these things matter because you are only as good as your habit systems. In his book “Atomic Habits,” James Clear puts it this way: “Every action you take is a vote for the type of person you wish to become. No single instance will transform your beliefs, but as the votes build up, so does the evidence of your new identity.”

Everyone thinks they know what’s important to them, but many still get swamped by the minutiae of life. The response is simple: Stop and list it all out. Prioritize ruthlessly, declutter, and then build habits to support your desired schedule.

100 Calendar Tips Only Productive People Use

By John Rampton | Time Management | No Comments

4 Ways to Get the Most Out of Your Sales Schedule

Everyone wants to live a more productive existence as it provides for a more enjoyable, fulfilled life. However, most people don’t realize that one of the most effective ways of achieving these ambitions is through their calendar. It’s not the sexiest task. But, properly managing your calendar ensures that you have complete control of your valuable time.

So, without further ado, here are 100 calendar tips that the most productive people live by.

1. Know your goals.

What do goals have to do with your calendar? Well, anything that you put into your calendar should be related to the goals you’ve — both short and long-term. It’s the best way to ensure that you’re spending your time on productive and meaningful activities and events.

2. Find a calendar that works for you.

Don’t settle for the default calendar on your phone. Matter of fact, if you think it’s more of a nuisance, don’t use an online calendar at all. Stick with a traditional paper calendar.

Regardless if you go paper, digital, or use a combination of both, the only way you’ll get the most out of a calendar is to find one that fits your needs and style.

For example, Google Calendar and Office 365 Calendar are excellent choices for your professional life. Cozi is used to manage a family’s schedule. And, Teamwork is a shared calendar designed for keeping teams on track towards a common goal.

3. Know your calendar like the back of your hand.

After you’ve found your preferred calendar, spend the time getting to know what it can do, as well as its limitations. The action you take might be to learn keyboard shortcuts to the latest hacks.

4. Don’t rely just on your calendar.

Most online calendars are already powerful tools. But, you can make your calendar a more effective and efficient tool by pairing it with other available tools. Calendar can take care of all your scheduling needs, while project management tools like Basecamp keep your team on the same page while collaborating.

5. Create an annual plan.

Developing an annual plan will make managing your calendar and time much more straightforward. I know it takes a time commitment upfront. But you’ll be grateful when you aren’t facing scheduling conflicts as the year goes on.

To get started, create a template that includes crucial items like meetings, birthdays, holidays, travel, vacations, and industry events.

6. Design your ideal week.

Michael Hyatt writes that “The idea is similar to a financial budget. The only difference is that you plan how you will spend your time rather than your money. And like a financial budget, you spend it on paper first.”

For Hyatt, his ideal week is one where “I would live if I could control 100% of what happens.” He divides his schedule into a simple grid and assigns a theme to each day that’s “segmented according to a specific focus area.”

7. Start your week on Sunday.

I’m not suggesting that you go into work on a Sunday. Instead, Sundays should be used to plan for the upcoming week. Review your calendar so that you can prepare. Pick-out your clothes for the week. Prepare all of your meals and run any errands. Getting tasks done and over with will essentially put the upcoming week on autopilot.

8. Establish a daily routine.

Speaking of automating your time, develop a morning and evening routine so that you know how you’re spending your time before and after work. Routines and habits also set you up for success since they give you a chance to set goals, review your calendar so that you aren’t surprised by any last-minute changes, prevent you from rushing around, and ensures that you have time to rest and do what you enjoy.

9. One calendar to rule them all.

You don’t want to feel your calendar with too much clutter. Do you need to put in your calendar habits like brushing your teeth or eating breakfast? But, your primary calendar should include all of your important tasks and appointments for both your personal and professional lives. It makes organizing your life much more comfortable and prevents any possible conflicts from arising.

10. You gotta keep them separated (optional).

If you do decide to use multiple calendars for various parts of your life, make sure that you keep them separate to prevent any confusion. Another reason why you would want to use more than one calendar is that it will avert your calendar from getting too packed and messy.

11. Import and sync your other calendar(s).

Whether you’re using a master calendar or several different ones, make sure that they’re imported and synched across the board. It’s the best way to avoid any scheduling conflicts since you can access and edit your calendar wherever and whenever you want.

You should also connect your calendar to tools like Slack and voice assistants like Siri, Alexa, and Google Home to create a seamless calendar experience.

12. Find the greatest view.

You have the option to change the view of your online calendar. Personally, I like only looking at the current workweek. I’ve found that I’m in the month view, I get distracted on what I have to the rest of the month instead of focusing on right now.

Experiment with various views, like daily, weekly, bi-weekly, or whatever you think will be the most productive calendar view for you.

13. Your calendar should be like a rainbow.

By this, I mean color-coding your calendar so that you can quickly identify entries without having to open your calendar(s). You can color-code your calendar however you like. But, I try to align entries with color psychology. For example, red for work-related tasks, blue for meetings, and green for social obligations.

14. Each day should have a theme.

Most of us spend a lot of time bouncing between different tasks throughout the day. It may not seem like a time killer. But, think of the time spent getting prepared for each new job — like getting mentally ready or gathering the right tools and resources. It’s more efficient to assign themes to each day to cut back on time wasted switching between tasks.

For example, you could schedule all of your meetings on Thursdays. But, Tuesdays are reserved for learning or deep work.

15. Schedule time for planning.

Your calendar isn’t going to fill itself out. As such, you need to set aside a specific time to map out the best use of your time and then add that information to your calendar.

16. Time blocking > lists.

The most productive people don’t rely on lists. Instead, they construct time blocks into their calendars — some people call this timeboxing. These are simply specific chunks of time used for particular tasks. During this block, this is the only thing that you pay attention to.

For instance, you would block out two hours from 9 am to 11 am for your most important work. But, from 11 am to noon would be dedicated to cleaning out your inbox and updating your social media channels.

17. Break your day down into 5-minute chunks.

If you want to go to the extreme, you could break your day into 5-minute chunks. It’s a technique that Bill Gates and Elon Musk have used to plan out every moment. You could take even further and plan your days down to the second like Gary Vaynerchuk.

18. Create a zero-based calendar.

A zero-based calendar may be too restrictive for some. But, it’s one of the best ways to give your schedule structure and protect your time.

To get started, book everything that you need to get done in the day. Next, set aside the right amount of time to get these items done. After doing this, you’ll see that there isn’t any time in the day to waste on unproductive activities. However, don’t forget to include breaks.

19. Launch reminders.

Every online calendar lets you set reminders. Not only do they help you remember important tasks or dates, but they can also keep you focused and on-track. The key is to use reminders strategically.

Let’s say you have a meeting. You could set one reminder 24 hours in advance, which gives you plenty of time to prepare. You could also set one for 30-minutes before the meeting starts to guarantee that you’ll be there on time.

20. Set a creativity schedule.

If you view most people’s schedules, you’ll notice a common theme; they’re full of “maker’s” items like returning phone calls, meetings, or deep work. But, we also need to have creative time like writing or brainstorming. We need this time to let our brain’s wander, focus, and get into a flow state.

Ideally, creative time should be scheduled during productive lulls when your brains need to take a couple of minutes to rest and recharge.

21. Perfect the art of batching.

Batching is pretty straightforward. Just lump all of your similar tasks together and do them at the same time. It’s another way to stop wasting time caused by going back-and-forth between various activities.

22. Add other time zones.

If you’re collaborating with others or traveling, then definitely add these different time zones to your calendar. Doing so will prevent any confusion when scheduling events with others. It will also avoid any conflicts when you get off the plane and review your calendar.

23. Assess your calendar every morning.

Make checking your calendar a morning habit. The reason? It lets you know what your day will look like and enables you to catch on gaps in your schedule.

24. Review your calendar frequently.

On top of checking your calendar every morning, also schedule a time to analyze your calendar. For example, at the end of the work, did you properly use the time blocks in your schedule? If so, then you know how to plan the next week. If not, then you’ll have to make adjustments.

25. Find time in your schedule.

No. You can’t ask a genie for more time. You can, however, conduct a time audit to see how you’re actually spending your time. Armed with the correct details, you can stop over-or-underestimating how long it takes to complete tasks. You’ll find gaps of time that can be used more productively.

For instance, your 30-minute commute could be when you check your inbox and social feeds instead of waiting until you get to work.

26. Print out your calendar.

Printing out your calendar may sound like an antiquated technique. But, many individuals take this action. If printing out your calendar gives you security and helps you — do it. You’ll then have a visual reminder of what’s going on without having to open up an app or your online calendar. Besides, you can also cross off or put a checkmark on what you’ve accomplished. A great big-fat-checkmark helps many people giving them the motivation to keep pushing forward.

27. Practice the 80/20 rule.

Also known as the Pareto Principle, this concept originated with the Italian economist Vilfredo Pareto. The idea, as related to your calendar, is that 80 percent of your results should come from 20 percent of your actions.

For example, if your to-do-list has 10 items on it, then you would focus on the first two items because they’re the most important. Knowing this, you would then schedule your day around these tasks. Over time, you may even be able to remove unimportant tasks from your calendar.

28. Frogs: the breakfast of champions.

You’re not literally going to eat frogs for breakfast. Instead, your frog is the most significant and most challenging task of the day. And, it’s also the job that you’re most likely to procrastinate on. You’ll want to place your most-likely-not-to-succeed-job into your calendar as one of the first things that you do for the day.

You have the most energy and focus a couple hours after waking. Once you accomplish this task, it gives you momentum and motivation to run through the rest of the items in your calendar.

29. The Pomodoro Technique.

When adding tasks to your calendar, keep this technique in mind. It’s where you work for around 25-minutes and then take a break for approximately five-minutes. When you reach 4 Pomodoro sessions, take a more extended break between 15-30-minutes. You can use an old school kitchen timer, your phone, or a calendar reminder.

30. Know your MIT.

You, MIT is simply your most important task. If you’re struggling with this, then answer this question from Gary Keller and Jay Papasan’s book The ONE Thing: “What’s the ONE Thing you can do this week such that by doing it everything else would be easier or unnecessary?”

Limit yourself to no more than three tasks that absolutely need to get done and then schedule them first.

31. Implement 90-minute focus sessions.

Similar to the Pomodoro Technique, this is where you work for 90-minutes and then take a 20-30 minute break. This strategy is effective because it takes advantage of the peaks and troughs we experience throughout the day.

32. Practice the 52-17 rule.

Another spin on the Pomodoro Technique. Here you would work on something for 52-minutes and then rest for 17-minutes. Studies have found that this is how the most productive people plan their days since it helps them stay fresh during the workday.

33. Try the Polyphasic sleep method.

Warning: this method isn’t for everyone — especially if you have a family. But, some people swear by it. In a nutshell, this where you sleep in smaller blocks of time. Like sleep four-hours in the morning and another four hours in the late evening.

“The biggest benefit is that I have about two months of extra time each year. Time is the most valuable resource in our lives,” Eugene Dubovoy, a professional project manager, told Business Insider.

34. Take the cross calendar approach.

Based on the popular productivity hack known as the “Seinfeld Strategy,” this is where you get a large wall calendar and mark off the days that you worked towards a goal in a red marker. Eventually, you’ll have built a chain. And, that makes you feel so aware that you’ll keep the habit going.

35. Three. It’s the magic number.

Chris Bailey, the author of The Productivity Project, developed this rule where you think in three-time frames:

What three things do you want to accomplish today?
Which three milestones do you want to complete this week?
What three goals do you hope to achieve this year?

If you want to give this method a little something extra, you can color-code these items so that you could quickly view your calendar — blue is daily, green is weekly, and yellow is yearly.

36. Bucket your priorities.

Remember when you did that time audit? You can bucket all of your activities into the following three categories: “very important,” “less important,” and “worthless.”

Those that are “very important” should be placed onto your calendar, while “less important” could be scheduled when you have the availability or delegate to someone else. As for any job that’s deemed “worthless,” you’ll want to remove those from your to-do list, and schedule.

37. Plan ahead by energy.

A lot of experts suggest that if you want to be productive, you should wake up early. The thing is, not everyone is a morning person. We all have our own energy peaks that are determined by our own ultradian rhythms.

The better option is to create a schedule around when you’re most energetic and focused, and when you need to rest. So, you would work on your priorities when you’re at your peak and take a break or do less essential activities during your lulls.

38. Block out time for white space.

White space is simply blocks of time in your calendar that doesn’t contain anything. You can use this time to process everything that’s happened today, meditate, stretch, or prepare for a meeting. It can also be used to address any last-minute and unexpected responsibilities that pop-up.

39. Plan for distractions and interruptions.

Despite all of your planning, distractions and interruptions will occur. That white space you left in your calendar is one to handle this. Let’s say a co-worker talked your ear for 2-minutes — which ate into the block of time set aside for email. You can get to that task during that free block of time.

I would also try to identify and track these disturbances so that you can plan accordingly. For example, you could turn off your smartphone notifications when involved with deep work. Or, if a colleague chats with you every day during their break at 11 AM, you could also take your break at the same time.

40. Capture new information in real-time.

Whenever a task or event has to be added to your calendar, don’t wait to add it. Put it in your calendar now — as soon as you can so that you won’t forget. It also avoids any scheduling conflicts from happening since it decreases the odds of double-booking.

41. Avoid decisions.

We have a limited mental energy supply. You’ll want to reserve that for your most important tasks. One way to do this would be to automate any tedious and repeating events. For example, if there’s a weekly meeting, make that a recurring event in your calendar. Another way to avoid decision-overload is to use your Sundays to cook your meals for the week. Decide what to wear for the week, and hang those clothes at the front of your closet. There will be no wasted decision making gabbing the next thing to wear in the closet. (another hint, spend a night in front of the TV pressing the weeks’ clothing.)

42. Say “yes” to less.

There’s no need to stuff with your calendar with too many social obligations or activities that aren’t helping you reach your goals. In other words, start saying “no” more often.

43. Only add new calendar entries if they serve a purpose.

You just got an invite to a meeting. But, it doesn’t have an agenda. Even worse, it’s going to take an hour. An hour meeting is a massive time-suck-waste of time.

As a general rule of thumb, do not put anything into your calendar if it doesn’t serve a purpose. It’s one of the best ways to protect your time and keep your house clean, nice and neat.

44. Know what to add and what to leave off.

I would say that this is one of the essential takeaways from this list. But, it’s not always the most straightforward task to know what should and shouldn’t go in your calendar.

To assist you, anything like date-specific appointments, breaks, networking, and essential tasks should go onto your calendar. The same is true with learning opportunities and monthly themes that align with your larger goals or projects.

You should leave off standing appointments, unnecessary meetings, and other people’s priorities. Other items to not include would be mundane tasks and excessive notes, like the entire biography of a client you’re meeting with.

45. Audit your past calendars.

Reviewing your past calendars can let you know how you spent your time so that you know what you can ax and what events can be repeated.

46. Built-in flexibility.

You want to schedule as much as you can, but there also needs to be a little flexibility in your calendar. Leaving blank spaces can help you with this. But, sometimes it’s alright to be spontaneous.

Let’s say after work you run into a friend. It’s not the end of the world if you grab a drink with them — as long as you don’t have a more pressing matter to get to. Having rough makes us happier.

47. Simplify your problems.

Instead of getting overwhelmed by the entirety of an entire project or goal, break it down into smaller, more manageable tasks. For example, if you were writing an eBook, your calendar would have blocks of time to composing a certain number of pages each day.

48. Create recurring events.

I already mentioned this. But, it deserves mentioning again. If there is anything that repeats, either daily, weekly, or monthly, then create the event and then repeat it. Goog Calendar, for example, gives you these options whenever creating new events.

49. Take into account transitions.

It’s rare to jump immediately from one activity to another. For example, you don’t wake up at 6:30 AM and expect to be at work by 7. You have to eat breakfast, brush your teeth, get dressed, and commute. That’s going to take more than 30-minutes to do.

Whenever you put an item in your calendar, make sure that you take into account these transactional activities so that you’ll be more realistic with your time. They also prevent you from running late since you setting aside travel time.

50. Build-in time buffers.

Similar to the point above, time buffers should also be built into your calendar. If a meeting is scheduled from one pm to two pm, then don’t schedule your next event for two pm on the dot. You need time to do any follow-up work, catch your breath, grab a snack, use the bathroom, and prepare for the next meeting.

In other words, time buffers let you stop, think, and prepare for your next task.

51. One event-free day a week.

Don’t schedule meetings every day. There should at least be one day per week that’s meeting-free. You can use this day for anything that requires hyper-focus and high-level thinking. Examples include analysis, strategic thinking, coding, and writing.

52. Make the most of the extra fields.

When you schedule a new event in your calendar, you’ll notice that there’s an option to include additional information. For instance, if you added a meeting to your calendar, you could include additional information like the client’s name, contact information, and the location of the appointment.

53. Schedule client days.

If you have clients, then definitely block out a day a week to meet with them. It ensures that nothing else will distract you. As a result, you can solely focus on the client. Another benefit is that scheduling “client-only” days prevents switching between work and meetings throughout the day. When all meetings take place on the day, there are fewer decision-making-mental-taxing-blocks. You will spend less time on travel and less wasted time all around.

54. Help clients prepare.

When you do meet with your clients or anyone for that matter, you can make the event run smoother and faster if they know what to expect in advance. The easiest way to do this is to send them an agenda. If they need to fill out some paperwork, then send it to them ahead of time so that you’re not wasting time doing this during the meeting.

55. Don’t stick to default time.

I’m sure that you’ve noticed that your calendar uses the one hour default time when creating new entries. If you don’t need that full hour, then change the time for the appropriate amount. If only takes 30-minutes for a meeting, then that’s the time you block out in your calendar.

56. Follow up.

If you’ve just met with someone, immediately follow-up with them. Since you’ve already built in a buffer, you have the time directly following the event. These plans may seem trivial. But, it prevents other activities from getting ahead of this important but overlooked task.

57. Only meet for as long as you have to.

Every meeting doesn’t have to be 60-minutes. Sometimes a 10-minute conference call will suffice. Other times a 45-minute team meeting is more than enough time to go over the agenda. Before adding a meeting to your calendar, know how much time you need to meet and block out that amount of time.

58. Allow people to schedule on your calendar.

These days it’s not uncommon for people to hire a virtual assistant to manage their calendar. Becoming even more prevalent is embracing an AI-assisted scheduling calendar. You can also let family members, friends, business associates, and clients schedule onto your calendar.

59. Always start on time.

Starting on time doesn’t just keep your schedule on track, it’s also respectful of others time. You wouldn’t want someone to waste your valuable time.

60. Eliminate back-to-back meetings.

It’s normal for back-to-back meetings to occur. However, butting one meeting up to another is disastrous as it can lead to tardiness. Don’t stack in so many items on your Calendar that you start being late. Arriving late to any event or meeting is rarely acceptable.

61. Don’t schedule last-minute meetings.

Again, this is being respectful of other people’s time. But, it also protects your schedule since you’re aren’t letting these last-minute meetings get ahead of already scheduled priorities.

62. Set odd times.

When scheduling meetings, consider starting them at odd times, such as 2:32 PM.

The reason? People are more likely to show up on time because it’s so specific there isn’t any wiggle room.

63. Keep your calendar centrally located.

Thanks to the cloud, this shouldn’t be a problem since it allows you to access your calendar whenever and wherever you like. If you still want paper calendars, keep it somewhere that’s within your sight.

64. Use a cross-platform calendar.

Piggybacking from the previous point, you want a calendar that works across multiple devices. For example, Google Calendar works across all platforms, while Apple Calendar is limited to Apple devices. As such, if I sent you my Apple Calendar and you have an Android device, you can access it.

Using a cross-platform calendar makes managing your calendar more convenient. And, it also lets you easily share your calendar with others.

65. Share the right calendar with the right people.

You don’t have to share your calendar with everyone. It’s probably for the best that you didn’t. After all, your co-worker doesn’t need to know what your itinerary for your upcoming vacation looks like.

Before sharing your calendar with others, make sure that you’re sharing the right one with the right people.

66. Enable cloud storage.

Your calendar not synching? A quick fix would be to enable cloud storage so that it has enough space to be saved and synched.

67. Keep your calendar updated.

Sounds obvious. But, this is something that can easily slip our minds. Schedule a time, let’s say once a week, where you update your calendar so that it reflects any changes. It’s a simple way to avoid confusion and scheduling conflicts.

68. Hide early morning/late night hours.

There’s no reason for you or others to view the hours when you’re sleeping. It’s not like you’re going to schedule a meeting while you’re fast asleep. Hide these wasted to keep your calendar view lean.

69. Stay on top of the holidays.

You might not have a problem working on holidays. But, adding them to your calendar reminds you that not everyone will be available on those days. You may want to include the holidays of others on your team if you work with people from overseas and you’re not familiar with their holidays.

70. Add relevant attachments and locations.

Most online calendars permit you to add attachments, like an agenda, and even a map of meeting locations. Take advantage of this feature to make event planning go off without a hitch.

71. Enable off-line.

If you’re using an online calendar, you’ll want to do this whenever you don’t have access to the internet. The reason? You can still access your calendar. And, any changes that are made will automatically sync when you’re back online.

72. Make your calendar public.

If you’re in the service industry, this is a no-brainer. Anyone can see your availability and then make an appointment with you without going through the back-and-forth.

73. Embed your calendar.

Whether you’re in the service industry or not, every online calendar comes with a unique code that allows you to place your calendar on a website. Again, it’s a great way to avoid those lengthy communications when scheduling.

74. Import information from other apps.

Importing data from your CRM, project management software, or social platforms to your calendar helps you keep all key dates and information in one location.

75. Consolidate.

At the same time, don’t rely on too many tools. When it comes to your schedule, use one calendar tool, and keep it readily available.

76. If you want to do it, schedule it.

At some point, we’ve all said, “If only had the time to exercise, read more, or start a new hobby.” Here’s the thing. You do have the time. You just haven’t added it to your schedule.

In my experience, if you really want to do something, you’ll add it to your calendar. It’s like making a contract with yourself to follow through.

77. Create a boilerplate daily schedule.

Most of us approach our calendars as a blank slate that needs to be filled. Another approach would be to create a boilerplate daily schedule where you begin each week with a full calendar containing your most important activities. Whatever empty slots you have can be used for email, Slack, social media, exercise, or whatever else may pop-up.

78. Protect admin and personal days.

Fridays are when I catch-up on all of my administrative work, such as emails, filing, and scheduling appointments. I also block out one day per week to attend to any personal events like running errands or doctors appointments.

79. Make notable calendar entries stand out.

On top of color-coding, you can also make your most essential calendar entries stand out by using bold or different types of font.

80. Create your own calendar templates.

As a whole, most calendars are fine just the way they are. But, what if you need something more specific like a content calendar or employee schedule? You can create your own calendar template to meet your exact needs.

81. Automate your calendar.

Manually inputting information into your calendar can be a huge drain of time. One way to reduce the time spent on this chore is to take advantage of the recurring events feature found in most online calendars. Now when you add a task or function that repeats, it will be automatically placed on your calendar.

Another option would be using automation tools like Zapier or IFTTT. Other tools you could try would be Calendar that uses machine learning to make smart suggestions on how and when you schedule meetings.

82. Don’t set deadlines on Mondays.

For some individuals, Mondays aren’t the most productive day of the week. It’ usually reserved for easing our way back into work after enjoying the weekend. With that in mind, it makes sense to not set any deadlines on this day.

83. Schedule time for email.

Email is one of the most time-consuming tasks we have on our plates. Even worse, it hardly helps us progress towards our goals. We still make email a priority.

Instead of spending our most productive hours on email, add it to your calendar during lulls — like right after lunch. Also, set a time limit on how much you spend going through your inbox so that you aren’t spending any more time on this activity then you have to.

84. Book your calendar well in advance.

The sooner you fill your calendar, the more time you have to plan and prepare. Another perk is that this reduces the amount of time you spend making decisions. And, it prevents any potential scheduling conflicts.

85. Give each calendar a unique name.

Having an “Events” calendar isn’t a problem. But, do you know what exactly is within that calendar? Are they work-related appointments or social functions? If both are included, your calendar may be bursting at the seams.

Instead, be more specific when naming your calendars. For instance, you could create calendars titled “Work Appointments” and “Social Events.” Now you can quickly locate the right calendar when you need it.

86. Display and hide specific calendars.

With online calendars, you can almost create as many calendars as you like. But, that can get distracting and overwhelming when viewing them all at once.

Thankfully, most online calendars let you decide which calendars you want to show or hide. It’s a simple way to keep your high priority calendars, like your work schedule front and center.

87. End on time.

Setting a designated end time to your calendar day is a great way to strike a healthy balance between work and life. It also motivates you to stay on track. For example, if a meeting is scheduled to conclude at 3 PM, then you know that there isn’t time for side conversations if you want to stay within the allotted time for the event.

88. Delegate your calendar to someone else.

Managing your calendar can be a lot of work. If you have the resources, have an assistant take over your calendar. You’ll still want to review it daily. But, they’ll be the person adding new entries and updating it so that you can devote your energy elsewhere.

89. Take the middle of the day off.

For most of us, we hit a wall in the afternoon. Instead of pouring another cup of coffee or trying to power through it, take the middle of the day. I wouldn’t recommend goofing off. Consider taking a cat nap or hit the gym so that you’re recharged for the remainder for the day.

90. Create an out-of-office message.

Some online calendar, like Google Calendar, allow you to create out-of-office messages. Now if someone tries to book your time during that block, they won’t be able to.

91. Learn keyboard shortcuts.

No matter what calendar you use, they all have their own keyboard shortcuts. Learn these shortcuts so that you can quickly add and edit entries.

92. Your voice is a powerful tool.

On top of keyboard shortcuts, you can quickly add new calendar entries using voice assistants like Alexa, Siri, and Google Assistant. As with shortcuts, master calendar voice commands so that you can reduce the time spent typing.

93. Keep your days and weeks consistent.

You don’t want to put yourself in a rut — that’s why themed days are useful in shaking things up a bit. But, when having a consistent schedule, you’re able to get into a focused and productive rhythm.

94. Address conflicts ASAP.

If you ever notice a conflict in your calendar, don’t put it off until tomorrow. Address it ASAP. For example, if you have to make a dentist appointment and the only time available is when you have a meeting booked, reschedule the meeting in advance instead of waiting until the last minute.

95. Think in “half-time.”

Have you ever heard of something called “half-time.” If not, this is essentially where you kill two birds with one stone. Cooking is a great example. Instead of doing this daily, make twice the amount you usually do, and then freeze the rest. Now you don’t have to spend the time cooking and cleaning every night.

96. Set time limits.

Consider this like playing a game where you’re competing against yourself. In your calendar, set a time limit on all of your tasks and see if you can complete them before time runs out.

97. Keep your calendar clutter-free.

The easiest way to lose control of your calendar and time is to let it become full of clutter. You can prevent this from happening by getting rid of a few lists you no longer need.

Meetings without a purpose or agenda.
Standing meetings.
Minute tasks.
Activities that are automatic.
Recurring events that no longer fit into your schedule.

98. Schedule time for self-care.

Getting quality sleep, exercising, and eating healthy are .obvious ways to keep you in tip-top shape. But, self-care also reduces stress and gives you the energy, focus, and stamina to squeeze the most out of each day.

At the same time, most of us rarely schedule a time for self-care. If you haven’t done so yet, schedule time in your calendar to attend to your mental and physical health. Your mental and physical health care may become your greatest growth-hacking-productivity-tip in the long run.

99. Have a calendar cancellation policy.

You’ve had a meeting or appointment in your calendar for weeks. Then, on the morning over the event, it’s canceled. That doesn’t throw a monkey wrench into your schedule, it also eats into your income.

A cancellation policy won’t always solve this problem. But, it will help reduce the number of last-minute cancellations and late arrivals.

100. Pick the best brains.

Finally, keep learning how productive people use their calendars by keeping tabs on experts like David Allen and Tim Ferriss. Their advice can help you discover ways to make your life more productive and fulfilling.

Multitasking Kills Productivity: 5 Ways to Fight Back

By Jon Bradshaw | Time Management | No Comments

Wake Up, Listen Up: 7 Podcasts to Kickstart Your Day

Wherever you are and whatever you’re doing, there are always temptations to do more.

While you’re trying to finish a proposal, your phone buzzes with text messages. Your kids can’t seem to stay focused on homework while you’re trying to finish dinner.

Try to get it all done at once, and you’ll struggle to accomplish much of anything. The reason? Your brain wasn’t built to multitask: Just 2.5% of people can multitask effectively.

Where does that leave the remaining 97.5% of us? In need of new ways to optimize our productivity.

Multitasking alternatives

Instead of stretching yourself thin on multiple tasks, try training your focus on just one at a time. Here’s how to do it:

1. Get ahead of distractions.

There are so many distractions around us: notifications on our phone, the talkative coworker in the cube next to us, political news blaring from the television.

Before sitting down to work, get your workspace right. Shut off the notifications on your digital devices. Buy noise-cancelling headphones so your coworkers’ conversations don’t implode your brain. Ask the kids to go play outside.

Every time you lose your focus, it feels impossible to attain again. Context switching, which is what our brain does when during a distraction, can cut your productivity by 80%. Keep it to a minimum.

2. Chunk your time.

How long can you work on one task? An hour? 30 minutes? Maybe just 10 minutes?

If you can’t seem to focus on just one thing, break down big tasks into manageable, similar pieces. If you’re doing research for a proposal you’re writing, perhaps research one topic for 10 minutes and then move to the next. This approach minimizes context switching while keeping the mind interested in the larger task that needs to get done.

Time blocking is another smart approach. Split up your day into 15-minute blocks of time. Make sure you schedule something for every block, even if it’s just hanging out with the kids. Remember, relaxation time is valuable, too.

3. Categorize tasks by effort.

If you pool together answering emails and putting together a marketing report into one category, you’re going to be in trouble. Those tasks require drastically different amounts of mental energy.

Answering emails is something you can do without using a lot of brain power. Composing a report is something you should sit down in a quiet room for a few hours to do.

When time-blocking your schedule, arrange tasks by how challenging they are for you. Work on your most mentally taxing tasks when you’re fresh and have the most energy. Reserve your laid back tasks, like responding to emails, when you’re lower on energy.

4. Schedule something that focuses you.

In his book “The One Thing,” Gary Keller suggests using tasks that create focus as nodes for your schedule. What’s that one thing that, if you did it, would make your day more productive?

Think about it. Maybe it’s only checking your phone after you get your important tasks done in the morning. Perhaps it’s going to the gym every evening so that you start the next day with a good night’s sleep. When you schedule a priority that restores your focus, it’s easier to fight the frantic feeling that encourages multitasking.

5. Keep your workspace clean.

Did you know that there is a direct correlation between productivity and clutter? If you want to avoid the pull to multitask, having a clean work space can make a major difference.

Start with the easy things. Studies show that paper is the No. 1 source of workplace clutter. Throw it away, or better yet, recycle it. Then organize the rest of your desk: Are there pens laying around? What about coasters or coffee cups?

Chaos begets chaos. When your desk area is clean, you’ll feel mentally cleaner as well.
stay productive.

Behind all these tips is a single theme: mindfulness. When you’re aware of yourself and your surroundings, you can give full attention to one task at a time. Be present whether you’re typing an email, eating lunch, or watching the kids. Focus on one thing, and forget the rest until it’s time to tackle them.

How Do You Make a Productive Calendar?

By John Rampton | Scheduling | No Comments

Life without a calendar would be chaotic, right? Without it would be like driving to a new destination without directions. You would have absolutely no idea on how to get to Point A to B. As a result, you would get lost, frustrated, and arrive late. But, if you had directions, you would stay on the right course and reach your target promptly.

Like your trusty directions, though, your calendar is only effective if it’s accurate. And, the best way to ensure this is by making a productive calendar. That may sound like an ambitious goal. But, if you use the following tips, you’ll have a calendar that you’ll keep you organized and productive in all facets of your life.

You’ll do better with one.

When my friends parents their own business together. They had paper calendars scattered everywhere. There was the primary calendar, a large pad that sat on top of the desk (usually that yellow pad thing), as well as the wall calendar in the office, the car, and their home. After all these years, I’m shocked that they didn’t seem to have many scheduling conflicts. I wonder? I believe the mother was probably the one responsible for keeping it all organized.

Unless you have a schedule that never changes, which be rather dull, there’s no need to use more than one calendar. The reason is that you’re continually switching between calendars. Not only is that time-consuming and frustrating, but it can also lead to conflicts. For example, you may accept a dinner invite with a client on Wednesday night. But, you didn’t consult your personal calendar and didn’t realize you already committed to dinner with friends. Now you have to reschedule one of these events, and someone will be let down.

If you want your calendar to be productive, then only use one calendar that meets your needs. Ideally, it should be easily accessible, work across multiple devices, and can sync with the tools that you’re already using, like Calendar. You should also be able to share your calendar with others with relative ease.

Als, keep in mind that just because you’re using one calendar, customize it so that you can separate the numerous areas of your life. You could color-code different schedules, such as red for detail-oriented tasks and green for exercise. Or, you could make essential entries pop by using all caps or boldface. There’s even the ability to change the default meeting times and reminder notifications.

Live in your calendar.

“Living in my calendar” is a concept I saw in an article written by Jalah Bisharat. And I’m a fan.

“Essentially, ‘living in your calendar’ is a to-do list brought to life,” explains Bisharat. “It forces you to think not only about what needs to get accomplished, but how much time each effort is worth. And even how to sequence your day.”

Here’s what I like about this concept. It encourages you to put everything of importance into your calendar. You then block out specific chunks of time for each of these activities. For instance, you should check your inbox from 6:30 a.m. to 6:45 and then exercise for 30-minutes. Uninterrupted work could be from 8:45 a.m. to 10 a.m. and so forth.

Overall, it’s straightforward and not reinventing the wheel. There also benefits like encouraging you to start and end each day thinking about your long-term goals and working around your energy levels. Moreover, it forces you to only focus on what’s most important. Using entries that are time-bond, will help you fight back against procrastination.

However, I should add that if you don’t want your calendar to become too cluttered, then you must know what to include and leave out.

Your calendar should only include the following:

Date-specific appointments or deadlines.
Tasks that you struggle with.
Learning something new, like reading.
Networking.
Breaks and downtime, even 15-minutes to do nothing.
Self-care activities like exercise or meditation.
Monthly themes that are attached to your goals. As an example, January’s theme could be “Jumpstart” where you would begin the year planning a marketing campaign or a new workout regiment.

As for what you should leave off your calendar? Here are the top suggestions:

Meetings that do not have an agenda or purpose.
Standing or back-to-back appointments.
Checklists and notes.
Reminders for minuscule tasks like brushing your teeth.
Other people’s priorities.

Don’t put off until tomorrow what you can do today.

Excellent advice from the wise Ben Franklin. But, how does this apply in making your calendar more productive?

Firstly, be realistic about how much you can achieve in one day. There may seem like you have a hundred different things to do. But, there is no way that you’ll get to them all. Focus on your top priorities, usually between three to five items, and add only them to your calendar. It’s a simple way to ensure that you’re not putting off the things that must get done today to a later date.

Secondly, keep your calendar updated in real-time. If you just agreed to a lunch meeting, then add it to your calendar immediately. The same goes for any other important dates, like a doctor’s appointment or deadline for a project. If you wait to add these entries to your calendar, then there’s a possibility that something else will pop-up and battle for the same time slot.

Employ arrow-method.

Similar to the popular the “rocks, pebbles, and sand” metaphor for time management, here you would frontload your calendar with your most critical crucial tasks. The idea is that once you’ve knocked these out, you can use that momentum to be productive throughout the rest of the week.

Additionally, front-loading your workweek can reduce stress. As explained by Elizabeth Grace Saunders over on 99u, “Front-loading gives you the ability to stay on top of projects that take longer than expected without getting stressed or working into the wee hours of the night.”

“Since all of your must-do’s are taken care of at least a few days in advance, you can easily move would-like-to-do’s to the next day,” adds Grace Saunders. “Also, if a cool opportunity arises, you can make a spontaneous decision to take advantage of it because you don’t constantly have the pressure of racing to meet a deadline.”

What’s more, as the week progresses, energy begins to wane. It’s been found that Tuesdays are your most productive day, with Fridays being the least.

Anyway, back to the arrow method. Nicholas Sonnenberg writes for Inc.com, that this his own calendar trick with “the goal is to make your weekly calendar look like an arrowhead–a lot of stuff, in the beginning, tapering out to a fine point at the end.”

“In order to accomplish this, I schedule the majority of my meetings at the beginning of the week, preferably on Monday or Tuesday,” adds Sonnenberg. “These are mostly meetings I have every week–executive meetings, weekly check-ins, financial updates, etc.”

By kicking off the week with “a pretty packed schedule” creates flexibility, psychological satisfaction, and makes planning easier.

Establish flexible boundaries.

There’s a balancing act here. On the one hand, you need to establish boundaries. That means if you’ve already blocked out a slot in your calendar, then you’re committed. If you reserve a specific timeframe for a meeting or deep work, then nothing else should be planned during that period.

On the flip side, your calendar should also be flexible. What if there is a family emergency that pulls you away from work? What if a colleague can’t meet with you at your preferred time because they got stuck in traffic? You need to have some leeway to address these unexpected circumstances.

That’s why flexible boundaries are ideal. It’s actually how the most productive people schedule-out their days. There will be items in your calendar that are set-in-stone. However, there will also be entries that can be moved to another slot. It’s your decision on what boundaries are rigid or soft. But, usually, non-negotiable items would be work commitments, pre-determined meetings, or anything in your personal life like doctor appointments.

I’d also say that the most natural way around this, on top of scheduling your most important tasks, would be to leave a few blank spaces in your calendar. For instance, there could be an hour slot in the afternoon where nothing has been added to your calendar. That time could be spent handling an emergency or shifting your schedule if you must. Some people, like Tim Ferriss, even prefer to leave an entire day open on their calendar.

Look back to look ahead.

Under-and-overestimating how long something tasks is a surefire way to make your calendar less productive. If you were to block out an hour for a specific task, and it took two, then your calendar for the rest of the day will be thrown off.

Go back and review past calendars to see how much time you dedicated to recurring tasks and appointments. You can then use this information to map out your calendar going forward. If that’s not effective, then track your time for a couple of weeks. You can either use a time log or a tracking tool like Toggl or RescueTime to get a more accurate picture.

Schedule regular check-ins.

Finally, review your calendar frequently. I do this on Friday afternoons to make sure that nothing has changed. Then don’t miss the Sunday night check-up. After all, as time goes on, your priorities will change. You’ll want to make sure that your account for this. If not, your calendar isn’t going to be much of an assistant for you.

7 Steps to Make Meetings More Productive

By Jon Bradshaw | Time Management | No Comments

Meetings are notorious wastes of time. Although half the battle is calling only meetings that make sense, the rest is a matter of making the meetings you do hold productive.

According to a Clarizen/Harris Poll survey, the average U.S. worker spends 4.5 hours in general status meetings every week. Employees spend an extra 4.6 hours every week preparing for those meetings.

Ten hours per week per employee is a serious time investment. Add in all the other meetings your team holds, and you had better make sure they’re productive.

Making Meetings Productive

Making meetings productive is about planning ahead, being focused in the meeting itself, and closing with clear action steps. Here’s how to do it:

1. Finish important tasks ahead of time.

One of the reasons that meetings are burdensome is because people do not plan ahead. Being in the right headspace for meetings is key.

Start with schedule arrangement. Use time blocking to ensure you aren’t trying to get other things done during the meeting time. With time blocking, you set aside a specific chunk of time to finish a particular task. For example, you might dedicate an hour to doing nothing but writing a request for proposals. This means no checking your social media or picking up random phone calls.

2. Make a priority list.

If you want to get the most out of a meeting you’re required to attend, make a priority list. What goals do you want to accomplish by attending this meeting? To get opinions on a new partnership? To determine a new sales strategy? Jot that down, and bring it to the meeting.

This is a great way to keep meetings focused. At the beginning of the meeting, tell the group what you want to get out of the meeting. Ask others to briefly share their own goals for the conversation as well. If it gets off track, look down at your list and steer things back.

3. Participate.

Plans are great, but if you want to accomplish your goals at a meeting, then you have to throw your hat in the ring. If you just sit there like a stone, don’t expect others to think about your priorities for you.

If you don’t understand what deadline your boss is speaking about, then speak up. If you’re convinced that you’ll forget a newly scheduled appointment with your client, write it down in the notes.

4. Limit meeting time and attendees.

Do you want to get the most out of your meetings? Limit the time and attendees to what is necessary. The reason some meetings go on for hours is because they involve people who shouldn’t be present.

If the meeting is focused around marketing department priorities, only have marketing folks there. If you’re talking about a patent, then the legal team should be involved. If you’re attending a status meeting for a small department, anything more than one hour is overkill.

5. Stay focused.

Meetings may not take intense focus, but you should still be engaged in them. If you spend every second of the meeting checking your email, then you won’t come away with anything valuable.

How do you stay focused during meetings? By realizing that the more attention you give to them, the more meaningful they will be.

Here are some tips to stay focused during meetings:

Listen to music, meditate, or otherwise relax before the meeting.
Be positive.
Keep your priority list handy.
Prepare questions ahead of time.
Actively listen and ask questions.

6. Make suggestions.

If you’re spending time in a meeting, you should be contributing to it. If your coworker recommends that you should lead the next social media campaign, ask further questions. Why does she think you should lead the campaign? What are the goals for the campaign?

Build on those ideas. Perhaps there’s a secondary goal you see as valuable. Maybe you could jointly lead the campaign. When in doubt, adopt improv comedy’s “yes, and…” technique.

7. End with action steps.

Many people complain that meetings accomplish nothing. Don’t just sit there and talk; make a plan. Here are some tips:

To end on an actionable note:

- Suggest next steps: Who will do what, by when, how, and why? Every action step needs a clear reason.
- Get it in writing: Without a written record, the action steps may not be followed.
Ask for final thoughts: Someone else may want to get a suggestion in before the meeting ends.

Thank everyone for their time: If people feel appreciated, they’ll be that much more willing to work on the agreed action steps.

It’s All About Goals

When you have a goal to work toward and stick to it, you won’t feel like you’re wasting your time. That, in a nutshell, is how you make more of your meetings.

Meetings may always be a drag, but they don’t have to be soul sucking. Some simple hacks like planning, participating, and focusing can go a long way.

productivity Archives - Page 22 of 28 - Appointment - Online Appointment Scheduling Software

1. Take advantage of point-of-sale integrations

2. Communicate your policies clearly

3. Use automation to reduce wait times

4. Sync it all

5. Make the most of the data at your disposal

A quick history of the 40-hour workweek.

We’re not meant to work eight-consecutive hours in a day.

Less work, more sleep, a better life.

Working less can solve all of our problems.

1. Repetitive checking

2. Multitasking

3. Putting things off

4. Not getting enough sleep

Successful people will agree — at least part of their success is due to their high level of efficiency.

1. Dedicate Yourself.

2. Eliminate Distractions.

3. Talk the Talk.

4. Take Another Look.

5. Be Flexible.

6. Cool Down.

7. Organize.

1. Find and use a cloud-based calendar app.

2. Assign a calendar keeper.

3. Customize your calendar.

4. Add non-negotiable items.

5. Determine your team’s peak productivity.

6. Stagger employee schedules.

7. Include time buffers and blank spaces.

8. Consider synching personal calendars.

9. Don’t forget about the holidays and time zones.

10. Toss out everything you thought you knew about meetings.

11. Review your team calendar frequently.

Create a master list

Separate your “shoulds” from your “musts”

Clean up your physical environment

Build supportive habits & structures

1. Know your goals.

2. Find a calendar that works for you.

3. Know your calendar like the back of your hand.

4. Don’t rely just on your calendar.

5. Create an annual plan.

6. Design your ideal week.

7. Start your week on Sunday.

8. Establish a daily routine.

9. One calendar to rule them all.

10. You gotta keep them separated (optional).

11. Import and sync your other calendar(s).

12. Find the greatest view.

13. Your calendar should be like a rainbow.

14. Each day should have a theme.

15. Schedule time for planning.

16. Time blocking > lists.

17. Break your day down into 5-minute chunks.

18. Create a zero-based calendar.

19. Launch reminders.

20. Set a creativity schedule.

21. Perfect the art of batching.

22. Add other time zones.

23. Assess your calendar every morning.

24. Review your calendar frequently.

25. Find time in your schedule.

26. Print out your calendar.

27. Practice the 80/20 rule.

28. Frogs: the breakfast of champions.

29. The Pomodoro Technique.

30. Know your MIT.

31. Implement 90-minute focus sessions.

32. Practice the 52-17 rule.

33. Try the Polyphasic sleep method.

34. Take the cross calendar approach.

35. Three. It’s the magic number.

36. Bucket your priorities.

37. Plan ahead by energy.

38. Block out time for white space.

39. Plan for distractions and interruptions.

40. Capture new information in real-time.

41. Avoid decisions.

42. Say “yes” to less.

43. Only add new calendar entries if they serve a purpose.