Advertising
Advertising

7 Ways You Shouldn’t Be Using Your Calendar

7 Ways You Shouldn’t Be Using Your Calendar
    photo by woody1778a http://www.flickr.com/photos/woodysworld1778/

    For some people, their calendar is the be-all-to-end, sacred tool of their productivity system. And for others it is just a dumping ground for anything and everything that they think they should do.

    And here is exactly where the problem is.

    Calendars aren’t meant to hold every piece of data that you need for getting things done. There are meant to hold time specific data that if it isn’t done at a certain time that is marked on your calendar, the task dies and it is too late to do.

    Let’s take a look at 7 different ways that you shouldn’t be using your calendar.

    Setting up false due dates

    Setting up false due dates will not only clutter your calendar, but will also make you frustrated and possibly even less productive. False due dates are those things that you add to your calendar when you say, “well, I think that I should have this part of my project done by this date here,” and then mark it with your fake due date.

    Advertising

    What this does is help you put off tasks that are related to that project until you are closer and closer to the date.

    This isn’t to say that there is anything wrong with milestones, but to put a hard date a piece of a project when it isn’t actually do will most likely set you up for failure.

    Time blocking

    This is another one of my pet peeves; something that I tried in school that never, ever worked. Time blocking is the idea of setting a portion of time in your calendar to devote to one specific thing that you need to get done.

    Maybe you have some work that you have been meaning to get done for some time now, so you “block” out 3 hours of your day to work on that one specific thing. Now, if you actually get through the 3 hours of working on that one thing that you need to do, you are a much better human than I and most others.

    The reality is that if you are a “knowledge worker” the chances of blocking out a portion of time to work on one thing is somewhat unrealistic and almost always gets ruined by something else that comes up.

    Advertising

    Instead of time blocking, try something like the Pomodoro technique or just starting a task or project with no expectation of how much you are going to work on it.

    Checklists

    People love lists, but calendars are not at all where they belong. If you are finding yourself putting things like, “make lunch, take out puppies, grab wallet, grab watch” etc., as calendar items or notes of a calendar item, consider using a checklist application or a simple piece of paper to keep track of this data.

    What I have found, is that if you aren’t actually checking things off the checklist and just looking at the items on your calendar, sooner or later you are going to overlook something.

    Sorry, but checklists are meant to be checked.

      Taking notes

      Some people take meeting notes or notes during an even on their calendar within the calendar’s notes field. This is not bad place for putting more information about an event in your calendar, like a description of the place where your meeting is, or a little reminder of what the meeting attendees names are. But, this isn’t the place for full fledged meeting notes.

      Advertising

      Try taking notes on paper or in a dedicated note taking programming (even a mass of text files will do). These are easier to link to or access later, rather than going into your calendar program.

      As a ubiquitous reminder repository

      This is an extension of the last two points.

      A calendar is meant for time and day specific things like meetings and tasks that must absolutely (and can only) be done on a certain day. Keeping all kinds of little pieces of data like reminders of things that need done in your day or even just information about something doesn’t really belong in your calendar.

      Once again if you need reminders of things try using a task management app and if you need to store information related to projects and things that need done, this type of data better belongs in a text file or even personal database.

      Keeping track of standard events

      This is something that I found myself doing up until just a few weeks ago; putting standard events like “Work” in my calendar. I think that this was to make myself “seem” more busy than I actually was. I mean why would anyone have to block out 8 hours everyday that says “Work” on it?

      Advertising

      I say if you have something standard that you do everyday like Work or go the gym or whatever, don’t clutter your sacred calendar space with it.

      Not using it

      And of course the most important way you shouldn’t be using your calendar is not using it!

      Hopefully by now you realize that your calendar is like a holy place, it is reserved for things that are going to “die” if they aren’t handled at the certain time or day that they are placed on the calendar. And because of this realization, not using your calendar to keep this type of information is setting yourself up forget things and not get these important things done.

      More by this author

      CM Smith

      A technologist and writer who shares advice on personal productivity, creativity and how to use technology to get things done.

      Design Is Important: How To Fail At Blogging 7 Tools to Help Keep Track of Goals and Habits Effectively 6 Unexpected Ways Journaling Every Day Will Make Your Life Better Why Getting Things Done is the Best Productivity System For You How to Beat Procrastination: 29 Ways to Beat It Once and for All To Automate or not to Automate Your Personal Productivity System

      Trending in Productivity

      1 How to Be Productive at Home and Make Every Day a Productive Day 2 7 Things to Remember When You’re Going Through Tough Times in Life 3 20 Productive Hobbies That Will Make You Smarter and Happier 4 Ditch Work Life Balance and Embrace Work Life Harmony 5 The Pomodoro Technique: Is It Right for You to Boost Productivity?

      Read Next

      Advertising
      Advertising
      Advertising

      Last Updated on May 24, 2019

      How to Be Productive at Home and Make Every Day a Productive Day

      How to Be Productive at Home and Make Every Day a Productive Day

      If you’ve ever wondered how to be productive at home or how you could possibly have a more productive day, look no further.

      Below you’ll find six easy tips that will help you make the most out of your time:

      1. Create a Good Morning Routine

      One of the best ways to start your day is to get up early and eat a healthy breakfast.

      CEOs and other successful people have similar morning routines, which include exercising and quickly scanning their inboxes to find the most urgent tasks.[1]

      You can also try writing first thing in the morning to warm up your brain[2] (750 words will help with that). But no matter what you choose to do, remember to create good morning habits so that you can have a more productive day.

      If you aren’t sure how to make morning routine work for you, this guide will help you:

      The Ultimate Morning Routine to Make You Happy And Productive All Day

      Advertising

      2. Prioritize

      Sometimes we can’t have a productive day because we just don’t know where to start. When that’s the case, the most simple solution is to list everything you need to get accomplished, then prioritize these tasks based on importance and urgency.

      Week Plan is a simple web app that will help you prioritize your week using the Covey time management grid. Here’s an example of it:[3]

        If you get the most pressing and important items done first, you will be able to be more productive while keeping stress levels down.

        Lifehack’s CEO, Leon, also has great advice on how to prioritize. Take a look at this article to learn more about it:

        How to Prioritize Right in 10 Minutes and Work 10X Faster

        3. Focus on One Thing at a Time

        One of the biggest killers of productivity is distractions. Whether it be noise or thoughts or games, distractions are a barrier to any productive day. That’s why it’s important to know where and when you work best.

        Advertising

        Need a little background noise to keep you on track? Try working in a coffee shop.

        Can’t stand to hear even the ticking of a clock while writing? Go to a library and put in your headphones.

        Don’t be afraid to utilize technology to make the best of your time. Sites like [email protected] and Simply Noise can help keep you focused and productive all day long.

        And here’s some great apps to help you focus: 10 Online Apps for Better Focus

        4. Take Breaks

        Focusing, however, can drain a lot of energy and too much of it at once can quickly turn your productive day unproductive.

        To reduce mental fatigue while staying on task, try using the Pomodoro Technique. It requires working on a task for 25 minutes, then taking a short break before another 25 minute session.

        After four “pomodoro sessions,” be sure to take a longer break to rest and reflect.

        Advertising

        I like to work in 25 and 5 minute increments, but you should find out what works best for you.

        5. Manage Your Time Effectively

        A learning strategies consultant once told me that there is no such thing as free time, only unstructured time.

        How do you know when exactly you have free time?

        By using the RescueTime app, you can see when you have free time, when you are productive, and when you actually waste time.

        With this data, you can better plan out your day and keep yourself on track.

        Moreover, you can increase the quality of low-intensity time. For example, reading the news while exercising or listening to meeting notes while cooking. Many of the mundane tasks we routinely accomplish can be paired with other tasks that lead to an overall more productive day.

        A bonus tip, even your real free time can be used productively, find out how:

        Advertising

        20 Productive Ways to Use Your Free Time

        6. Celebrate and Reflect

        No matter how you execute a productive day, make sure to take time and celebrate what you’ve accomplished. It’s important to reward yourself so that you can continue doing great work. Plus, a reward system is an incredible motivator.

        Additionally, you should reflect on your day in order to find out what worked and what didn’t. Reflection not only increases future productivity, but also gives your brain time to decompress and de-stress.

        Try these 10 questions for daily self reflection.

        More Articles About Daily Productivity

        Featured photo credit: Unsplash via unsplash.com

        Reference

        Read Next