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How to Use 6 Calendar Views to Be More Productive

How to Use 6 Calendar Views to Be More Productive
    Project View

    In my last article here at Stepcase Lifehack,one of the comments I received suggested that there is a fine way to get around the question of having a “sacred’ calendar.

    Popular books like Getting Things Done and others advocate the use of calendars for appointments, trips and other activities that “must” be performed on a particular date. Unfortunately, the word “must” is imprecise, and likely to be interpreted differently by each person.

    The principle that they are attempting to reinforce is more clear: don’t populate your calendar with commitments that aren’t firm. Instead, treat the calendar as “sacred” – a place to put commitments that you dare not break.

    Fortunately for us, the technology is fast approaching in which you can, at the same time, maintain a “sacred” calendar, a “profane” schedule and every-calendar-in-between!

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    In Outlook, for example, it’s easy to create, with a few clicks, any number of calendars that cover the same dates. However, because these calendars seem to be different files, it’s easy to believe that they represent different entities.

    Not so. Instead, three different calendars of September 2011 are actually three views of the very same set of 30 days.

    With that possible snag out of the way, it’s not too hard to see how Outlook and other programs like Google calendar or Yahoo calendar can help us “see” our schedule in ways that can help us to prevent overlaps and miscues, and give us a deeper understanding of the time demands we must confront each day. For example, I have been experimenting with the following 5 views of my schedule. (I didn’t try using them all at once!)

    5 Views of One Calendar

    View 1: A “Default” week’s view – before any appointments, deadlines or one-off activities have been created, there is an underlying schedule that I use as the basis for every single week. It includes the basic activities that I need to live my life, and I only move them or delete them in emergencies. These activities include time spent sleeping, eating, exercising and relating to close family members. These are items that I do regardless of the work I do, where I happen to live, or the time of year. For example, going to bed early is important for me due to the triathlon training I do. Before it became a habit, I scheduled the time to go to bed and also set an alarm on my watch to beep at 10:20 pm.

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    View 2: The “Hard appointments” view – this view consists of scheduled activities planned with other people. The criteria for placing an item in this view is that “there are sharp consequences for myself and others if the appointment is missed.” Dental appointments and coaching calls are examples.

    View 3: The “Deadline” view – when there are deadlines I have that produce negative consequences if they are forgotten, they are placed within this view (e.g. due-dates for my company’s tax deposits)

    View 4: The “Blank-time” view – this is the time that I schedule each day for the unexpected. These slots of dead time act as buffer against all the things that can go wrong, and their length and frequency depends on the environment I’m in, and the kind of work I’m doing. For example, I have found it difficult to schedule work on travel days, so I would set up huge chunks of dead time in the expectation that something is likely to go wrong. If nothing goes wrong, then it’s easy to reach into future days for time demands that I can start working on now. Using this view helps to prevent (but might not cure) the popular fault of over-scheduling, which most ambitious people commit.

    View 5: The “Activity” view – in my last article,I focused on the switch that needs to be made by people who have a great number of time demands i.e. from learning to place tasks rather than lists. The Activity view is the one in which the most action takes place as time demands that come into my life are placed directly in my calendar. Most of the schedule juggling that happens each day takes place in this view.

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    Paper’s Shortcomings

    Viewing a single schedule in five different ways can be quite confusing to those of us who think of calendars in the traditional, paper-based way. Throw in the ability to access your scheduled time demands on your laptop, smartphone and tablet and you may realize that there’s a need to see calendars and schedules quite differently…. perhaps as a set of tasks that are organized by date and time, that reside in the cloud. At any point in time, the calendar-view you are looking at is filtering tasks, and helping you to focus on the few at a time that you really need to see.

    This filtering is important… it might never make sense to combine all the views in one, any more than it makes sense to watch more than one television channel at a time… even with the latest PiP technology. Each view serves a different purpose, providing a layer of information that’s important to maintain separately from the others, or to combine selectively. For example, I combine the “Default” view with the “Activities” view on a day to day basis, while I use the “Blank-time” view as a planning tool that’s filtered out once my day starts.

    Of course, there could be other views. For example, Dezhi Wu’s groundbreaking research suggests another possible view for Projects. In her book, “Temporal Structures in Individual Time Management” she explains that a project manager should be able to craft a schedule of activities for each team member that can be downloaded right into a planning device. To me, this suggests an additional view is coming.

    View 6: The “Project view” – when you have a group of inter-connected tasks that are designed to produce a particular result. It would be nice to take a look at each project as a separate thread of activity. You could see, for example, what happens in your life when there’s a change in final due dates. This is a far cry from the mental, unreliable estimates that often fly around.

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    Technology Limitations

    Unfortunately, the core technology of managing multiple views isn’t maintained on all calendars. My Blackberry’s calendar doesn’t allow for multiple views from one program. Hopefully apps are on the way that will correct this, and allow me to synchronize different views with the cloud.

    However, with tools that are already available, it’s possible to keep a “sacred” calendar if it’s seen as merely one possible view to manage. With improved tools, we could do much more scheduling and less listing, even as we stick to the GTD principle of maintaining and managing firm commitments. Doing so would help relieve us of the job of juggling our calendars in our minds, and delegate the task to tools tapped into the cloud.

    P.S. I used Yahoo!.Calendar to generate these views, and the instructions for doing can be found here.

    More by this author

    Francis Wade

    Author, Management Consultant

    How To Manage A Post-College Productivity Dip Why You Need to Understand and Accept Your Productive Type A Tendencies The New Lifehacking #7 – Why You Should Be Open to New Stuff, But Wary About Using It The New LifeHacking #6 – Staying Away from Harmful Gadgets The New Lifehacking #5 – Tricking Yourself into Making the Changes You Need

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    Published on July 15, 2019

    10 Simple Strategies to Make Your Life Better Starting Today

    10 Simple Strategies to Make Your Life Better Starting Today

    Habits are an important part of the direction you take your life, and — as I’ll share with you shortly — there are certain daily habits you can adopt right away that are guaranteed to improve your life.

    Think back to when you were just six or seven years old…

    At that age you probably didn’t have many habits. But, as the years went by, you picked up more and more good and bad habits.

    You may not have thought about it before, but habit forming never really stops.

    That’s why it’s never too late to change your habits and transform your life.

    So, if you feel burdened by your bad habits, start kicking them into shape by replacing them with these 10 positive, life-changing strategies:

    1. Go to Bed a Little Earlier and Wake up Earlier 

    Starting tonight, get yourself to bed 30 minutes earlier than usual. And, then make sure you get up tomorrow morning 30 minutes earlier, too. This small change can have a BIG impact on your day. 

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    Instead of furiously rushing in the morning to get ready for work, the extra time will give you a golden opportunity to start your day off on the right note. You can drink a smoothie while sitting on your porch, spend 10 minutes exercising and stretching, and still have time to read a few pages of an inspiring book.

    2. Be Grateful for the Good Things in Your Life 

    Setbacks and obstacles are inevitable in life. But, with a positive mindset, you’ll be able to overcome most of these. And, when you do, you’ll boost your self-confidence. 

    This is something you can definitely be grateful for. 

    However, if worst-case scenarios are playing out in your life, then sometimes, to stay strong, you’ll need to keep your mind on the good things that are happening to you. For example, your relationship with your partner might be crumbling, but your career is continuously getting stronger. It’d be easy to feel downtrodden and miserable about your relationship problems —  but, it would be much healthier to keep your mind and gratitude on these things that are going well, such as your career.

    3. Drink Water All Day Every Day 

    I’m sure you’ve heard the advice of drinking at least eight glasses of water a day, but are you following that advice? If not, you’re robbing your body and mind of essential hydration. 

    With the right amount of water intake a day, you’ll be amazed how good you feel — and how good you look!

    4. Take 15 Minutes to Set Goals for the Day, and Then Tackle Them One by One 

    This strategy will put your life into a new stratosphere! And, it’s very simple to do. 

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    Simply spend 15 minutes in the morning (either at home or at work) planning what you need and want to achieve during the rest of the day. Once you’ve listed your tasks, the next step is to put them into order of priority. 

    For instance, you have three things to do: catch up with your emails, write a project update, and prepare a briefing for your CEO. It’s best if you put these in order of importance. In this example, your emails can probably wait until you’ve created your CEO brief and updated your project documentation.

    5. Turn Off Your Cell Phone (or Put it on Airplane Mode) When You’re Focusing 

    A 2012 study found that even looking at a cell phone or feeling it vibrate in your pocket can significantly distract focus and reduce your ability to complete complex tasks.[1]

    It’s no surprise really, as our thoughts are subconsciously drawn towards checking our phones when they’re switched on. It’s a bad habit — but one that most of us have. However, when you need 100% focus (like I do when writing my articles), then switching your phone off, or at least putting it into airplane mode, will free your mind and supercharge your focus. Try it and see!

    6. Walk as Much as You Can 

    Have you noticed that most people’s lives are sedentary? They drive to work, sit in front of a screen all day, then drive home and binge on the latest Netflix series. It’s no wonder there’s a growing epidemic of obesity and mental health issues. 

    Our bodies are made to move — so we should move them! This can be as simple as walking up the stairs to your office instead of taking the elevator, and going out for a walk around the block at lunchtime. In the evening, instead of arriving home and crashing on the sofa; spend 20 to 30 minutes walking around your block.

    When you make these things a habit, you’ll be amazed by how much better you feel. You’ll have less stress — and more energy.

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    7. Be Mindful of Your Surroundings

    How often do you stop, think and appreciate the “here and now”? I’m guessing not very often. But, I understand why. Modern life is demanding and fast-paced. There’s precious little time to appreciate the small things. 

    But, if you want to live a healthy and happy life, you must break out of this trap. You can do this by allocating 15 to 30 minutes each day for mindful meditation. This could be in a park, in your garden, or even in your lounge. The trick is to focus 100% on your surroundings. 

    For example, if you’re outside, watch how the leaves on the trees blow around in the wind. By keeping your focus on this movement, you’ll clear your mind from your usual stresses and strains. This will give you brain a much-needed break. And, as well as improving your mental health; you’ll find your creativity gets a boost, too.

    8. Ask for Help When You Need It 

    No one can know or do everything. Which is why you shouldn’t be embarrassed to delegate tasks to others when needed, ask questions when you don’t have the answers, and work with partners and colleagues to clarify intentions. 

    When I first set up Lifehack, I tried to do everything myself: blog writing, website creation, marketing, financial planning, etc. However, I quickly learned that it was much better to hire some help. Not only did this inject some fresh ideas and inspiration into Lifehack — it also made the whole operation way more enjoyable!

    9. Practice Self Care 

    Are you looking after yourself as well as you should? If not, then take steps to improve your diet, exercise more, and to speak to yourself with encouraging words and thoughts. 

    The latter suggestion is often overlooked. But how you speak to yourself determines how you feel, what you believe, and what you achieve.

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    10. Embrace Learning 

    You cannot transform your life without learning something new. That’s because the process of change forces you to adapt. But, many people stop learning as they get older, as they find the learning process boring and bothersome. However, it doesn’t have to be this way. It can be fun and rewarding. 

    Whether you decide to learn to play guitar or study the basics of accounting — embrace learning, and begin changing your world for the better.

    I’m sure you’ll agree that these 10 strategies are simple enough for you to start putting them into action in your life. (I suggest you begin today!) 

    Nevertheless, you’ll probably need to use some extra willpower for the first 30 days or so, as this is the typical length of time it takes to create a new habit. After that, these strategies will be part of your day-to-day life, and you won’t need to think about having to do them. In other words, they’ll have become habitual actions.

    If you need any further encouragement to get started with the 10 strategies, then consider this:

    Even just adopting one of the strategies can turn the tide in your favor. But, when you implement all 10, you’ll create an unstoppable trend towards success, health and happiness.

    So start making your life better — today!

    Featured photo credit: Javier Garcia via unsplash.com

    Reference

    [1] Deborah R. Tindell and Robert W. Bohlander, Wilkes University: The Use and Abuse of Cell Phones and Text Messaging in the Classroom: A Survey of College Students

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