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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.

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    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.

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    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.

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      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?

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      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.

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      CM Smith

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

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      Last Updated on September 30, 2020

      Effective vs Efficient: What’s the Difference Regarding Productivity?

      Effective vs Efficient: What’s the Difference Regarding Productivity?

      When it comes to being effective vs efficient, there are a lot of similarities, and because of this, they’re often misused and misinterpreted, both in daily use and application.

      Every business should look for new ways to improve employee effectiveness and efficiency to save time and energy in the long term. Just because a company or employee has one, however, doesn’t necessarily mean that the other is equally present.

      Utilizing both an effective and efficient methodology in nearly any capacity of work and life will yield high levels of productivity, while a lack of it will lead to a lack of positive results.

      Before we discuss the various nuances between the word effective and efficient and how they factor into productivity, let’s break things down with a definition of their terms.

      Effective vs Efficient

      Effective is defined as “producing a decided, decisive, or desired effect.” Meanwhile, the word “efficient ” is defined as “capable of producing desired results with little or no waste (as of time or materials).”[1]

      A rather simple way of explaining the differences between the two would be to consider a light bulb. Say that your porch light burned out and you decided that you wanted to replace the incandescent light bulb outside with an LED one. Either light bulb would be effective in accomplishing the goal of providing you with light at night, but the LED one would use less energy and therefore be the more efficient choice.

      Now, if you incorrectly set a timer for the light, and it was turned on throughout the entire day, then you would be wasting energy. While the bulb is still performing the task of creating light in an efficient manner, it’s on during the wrong time of day and therefore not effective.

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      The effective way is focused on accomplishing the goal, while the efficient method is focused on the best way of accomplishing the goal.

      Whether we’re talking about a method, employee, or business, the subject in question can be either effective or efficient, or, in rare instances, they can be both.

      When it comes to effective vs efficient, the goal of achieving maximum productivity is going to be a combination where the subject is effective and as efficient as possible in doing so.

      Effectiveness in Success and Productivity

      Being effective vs efficient is all about doing something that brings about the desired intent or effect[2]. If a pest control company is hired to rid a building’s infestation, and they employ “method A” and successfully completed the job, they’ve been effective at achieving the task.

      The task was performed correctly, to the extent that the pest control company did what they were hired to do. As for how efficient “method A” was in completing the task, that’s another story.

      If the pest control company took longer than expected to complete the job and used more resources than needed, then their efficiency in completing the task wasn’t particularly good. The client may feel that even though the job was completed, the value in the service wasn’t up to par.

      When assessing the effectiveness of any business strategy, it’s wise to ask certain questions before moving forward:

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      • Has a target solution to the problem been identified?
      • What is the ideal response time for achieving the goal?
      • Does the cost balance out with the benefit?

      Looking at these questions, a leader should ask to what extent a method, tool, or resource meets the above criteria and achieve the desired effect. If the subject in question doesn’t hit any of these marks, then productivity will likely suffer.

      Efficiency in Success and Productivity

      Efficiency is going to account for the resources and materials used in relation to the value of achieving the desired effect. Money, people, inventory, and (perhaps most importantly) time, all factor into the equation.

      When it comes to being effective vs efficient, efficiency can be measured in numerous ways[3]. In general, the business that uses fewer materials or that is able to save time is going to be more efficient and have an advantage over the competition. This is assuming that they’re also effective, of course.

      Consider a sales team for example. Let’s say that a company’s sales team is tasked with making 100 calls a week and that the members of that team are hitting their goal each week without any struggle.

      The members on the sales team are effective in hitting their goal. However, the question of efficiency comes into play when management looks at how many of those calls turn into solid connections and closed deals.

      If less than 10 percent of those calls generate a connection, the productivity is relatively low because the efficiency is not adequately balancing out with the effect. Management can either keep the same strategy or take a new approach.

      Perhaps they break up their sales team with certain members handling different parts of the sales process, or they explore a better way of connecting with their customers through a communications company.

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      The goal is ultimately going to be finding the right balance, where they’re being efficient with the resources they have to maximize their sales goals without stretching themselves too thin. Finding this balance is often easier said than done, but it’s incredibly important for any business that is going to thrive.

      Combining Efficiency and Effectiveness to Maximize Productivity

      Being effective vs efficient works best if both are pulled together for the best results.

      If a business is ineffective in accomplishing its overall goal, and the customer doesn’t feel that the service is equated with the cost, then efficiency becomes largely irrelevant. The business may be speedy and use minimal resources, but they struggle to be effective. This may put them at risk of going under.

      It’s for this reason that it’s best to shoot for being effective first, and then work on bringing efficiency into practice.

      Improving productivity starts with taking the initiative to look at how effective a company, employee, or method is through performance reviews. Leaders should make a point to regularly examine performance at all levels on a whole, and take into account the results that are being generated.

      Businesses and employees often succumb to inefficiency because they don’t look for a better way, or they lack the proper tools to be effective in the most efficient manner possible.

      Similar to improving a manager or employee’s level of effectiveness, regularly measuring the resources needed to obtain the desired effect will ensure that efficiency is being accounted for. This involves everything from keeping track of inventory and expenses, to how communication is handled within an organization.

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      By putting in place a baseline value for key metrics and checking them once changes have been made, a company will have a much better idea of the results they’re generating.

      It’s no doubt a step-by-step process. By making concentrated efforts, weakness can be identified and rectified sooner rather than later when the damage is already done.

      Bottom Line

      Understanding the differences between being effective vs efficient is key when it comes to maximizing productivity. It’s simply working smart so that the intended results are achieved in the best way possible. Finding the optimal balance should be the ultimate goal for employees and businesses:

      • Take the steps that result in meeting the solution.
      • Review the process and figure out how to do it better.
      • Repeat the process with what has been learned in a more efficient manner.

      And just like that, effective and efficient productivity is maximized.

      More on How to Improve Productivity

      Featured photo credit: Tim van der Kuip via unsplash.com

      Reference

      [1] Merriam-Webster: effective and efficient
      [2] Mind Tools: Being Effective at Work
      [3] Inc.: 8 Things Really Efficient People Do

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