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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 August 13, 2020

      12 Essential Apps for Entrepreneurs To Be Highly Productive

      12 Essential Apps for Entrepreneurs To Be Highly Productive

      If you are an entrepreneur, then you are aware of the importance of time management. There are only 24 hours in a day, which means you must manage your hours properly to be able to get a lot of work done.

      With so much on your shoulders, you need to get organized. How do you achieve that? You do it by becoming tech-savvy and incorporating productivity apps to help you remain on the right track. Below are 12 essential productivity apps for entrepreneurs.

      1. Evernote

        Evernote makes it on the list because of one simple reason, besides being your little note book for scribbling your thoughts: Its freeware version is available for Web, iOS and Android. Stay organized across all your devices. Sync files, save Web pages, capture photos, create to-do lists and record voice reminders. What more do you need? Apart from all this, you can also search your tasks on the go.

        2. DropBox

          DropBox delivers instant connectivity and enables the sharing of photos, documents and videos with any laptop or mobile device through the free cloud-based file-storing service. This app is extremely handy for sharing files with your team, which prevents back-and-forth emailing. With the version control feature, you have a convenient way of sharing the latest version with your team.

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          3. Audible

            Ever wondered where entrepreneurs get their ideas from? Surely, they aren’t born with them! Any established entrepreneur you come across is probably very well-read. Hint: Take a chance at reading books and gaining knowledge to spruce up your mind. To help you do just that on the go, try Audible. It lets you listen to books without having to actually focus on reading while you are out travelling or just doing chores.

            4. TripIt: Travel Planner

              Being an entrepreneur means a lot of travelling. It gets hard to keep track of travelling schedules and bookings. With TripIt you no longer have to worry, because it organizes your travels by forwarding your booking confirmations to an email address.

              5. Lastpass

                “Errr…so what was the password?” With so many things on your mind, it can be cumbersome to remember passwords that are usually a combination of various letters and numbers. With a freeware version available for PCs and Macs, Lastpass is your personal-password manager, and form filler, that frees you from remembering your passwords. It costs $12 for the premium version that is available to download on your mobile device.

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                6. Any.Do

                  Want to enter tasks on your iPhone? Use Any.Do. With its simple interface, you can add tasks either by speech or typing. If you’re logged on to your Facebook account, you can even share tasks with your contacts. Want to be alerted about a task? Add an alarm, and highlight it so that it takes precedence over other tasks. You can also add further notes and put them in a personal or work folder. The app also allows syncing with other devices to make sure you are always at the top of your game.

                  7. CamCard

                    Entrepreneurs attend several conferences during the year where they meet useful contacts. Exchanging business cards is the norm in conferences, but it is also very easy to lose a business card and, ultimately, a  business prospect! Don’t let this happen to you. With CamCard, you can take a picture of your business card and have all the details automatically uploaded into your phone contacts and other email accounts. Because of its accuracy, you can be assured of flawless scanning. The best part is that you can sync data across other devices too. The app is usually free for iPhone, but its cost on other mobile phones is $3.26.

                    8. Flowdock

                      A mix of chat and inbox tools, Flowdock is a convenient way of collaborating with team members on various projects. The best part is that the app works on most browsers and mobile platforms, and it gives you features such as drag and drop, file uploads and activity streams. Your team members can get instant updates about any change on the project to which they can respond through chat messages.

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                      9. Instapaper

                        The Internet is filled with blogs and articles. Amp up your creativity by reading new posts at a time that suits you. Through Instapaper, you can save an interesting article to read at a more convenient time and in a reader-friendly format.

                        10. Expensify

                          While travelling, you probably want to keep your receipts to claim office expenses once you get home. But why go through the hassle of keeping all these receipts when a smartphone can do the same for you? By using your phone’s camera, you can take pictures of your receipts as a digital record in chronological order. Expensify also lets you log mileage, meal expenses and other business-related travel costs.

                          11. Upwork

                            Screening through resumes and tracking applicants can be cumbersome. You want to hire the best possible people for your company without wasting too much time scanning resumes. So use Upwork to help you perform these tasks; the app helps you manage the entire hiring process. This allows you to spend more time hiring instead of doing manual paper-work sorting out resumes.

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                            The app is also online so it receives all resumes in one place and tracks each candidate’s progress through application stages.

                            12. Zoom

                              Probably the most effective method for remaining in touch with all your employees, Zoom has become an office norm for instant communication and connectivity. With its app version available for mobile phones, connectivity has taken a new form by allowing entrepreneurs to schedule and attend important business conference calls on the go.

                              Bottom Line

                              By using these productivity apps, you have a better chance of organizing a systematic approach for performing tasks. There are many entrepreneurs who are striving for success. However, only a few stand apart on the basis of their work ethic and capacity to grow by incorporating smart apps in their routine.

                              Allow yourself a competitive edge by incorporating these handy productivity apps to enhance your company’s growth.

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