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Last Updated on June 27, 2018

Back to Basics: Your Calendar

Back to Basics: Your Calendar

One of the first things people do when they make the decision to “get organized” is buy some kind of calendar. It might be a dayplanner, a desktop “blotter-pad” calendar, a Palm or Blackberry, or some other kind of device or system they can schedule all their appointments and obligations in.

Most of us instinctively understand that the key to good time management is knowing where to be and what to be doing there at any given time. And we also recognize that our ability to keep track of all our obligations in our head is severely limited.

Effective calendar management goes hand in hand with good task list management. While a task list is a great moment-to-moment tool, a calendar is much better at presenting “the big picture”. With a glance, you can see a day, a week, a month, even a year at a time, allowing for both short-term and long-term planning in a way that a task list can’t.

What kind of calendar?

The functional requirements of a calendar are pretty basic: Your calendar should be easy to write in, easy to read, and available whenever you need it. How those criteria are going to be best met is really up to you, based on your own personality.

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In general, calendars fall into three broad categories: paper calendars like dayplanners and Moleskine planners, computer programs like Outlook and Sunbird, and online calendars like Google Calendar and 30 Boxes. Each type of calendar has its own pros and cons.

Paper Calendars

Pros:

  • Great for people who think best with a pen or pencil in hand
  • Easy to use, minimal learning curve
  • No special technology needed
  • Never runs out of batteries

Cons:

  • Difficult to share with other people or move data to another system
  • Limited physical space makes scheduling far in advance difficult
  • Recurring events need to be entered by hand
  • Can be lost; backup strategies are awkward at best (e.g. photocopies)
  • Needs to be replaced every year

Computer-based Calendars

Pros:

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  • Appointments and recurring events are easy to create
  • Data can be exported to or imported from other systems
  • Events can be emailed to other people
  • Many programs allow rules to be set up determining, for example, what information is public and what is not
  • Notes, files, and other information can be added indefinitely
  • Can schedule events easily years in advance
  • Data can be backed up regularly

Cons:

  • Data corruption is possible, altering or even deleing events
  • Too many options can make simple event scheduling complicated
  • Need physical access to your computer or PDA/smartphone to see schedule
  • On PDAs: batteries can fail, leaving you calendar-less
  • Steeper learning curve than paper
  • Dependent on technology

Online Calendars

Pros:

  • Access anywhere you have an Internet connection, including public computers
  • Share your calendar or part of your calendar easily
  • Some, like Google Calendar, have natural language scheduling, allowing phrases like “lunch with Tom tomorrow at noon” to be translated into calendar entries
  • Exchange data with other online services, like task lists, web sites, RSS readers, weather services, news sites, etc.

Cons:

  • Security concerns: are you comfortable allowing Google to (potentially) read your calendar entries?
  • Security vulnerabilities: calendar could be open to unauthorized access
  • You might be without Internet service, or the site could go down
  • At the mercy of host’s business plan – they could go under, taking your data with them

My setup: a hybrid calendar system

I use a combination of software-based and online calendars. My primary calendar is kept in Outlook (totally square, I know!). I also have an online calendar with Google. Thanks to Google Calendar Sync, a program that runs in my taskbar and synchronizes my Outlook and Google calendars, both calendars are kept up to date.

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I sync my Blackberry with Outlook, which means I always have a copy of schedule with me. If I add events on the Blackberry, they get synced to Outlook when I connect to my PC, and those changes get uploaded to Google when Google Calendar Sync runs. I also have my Outlook .pst file (where the calendar and all other Outlook data is stored) set to save to an external drive every night. So I have multiple redundancies in case any part of the system fails. (I also print a hard copy from Outlook if I’m going to be out of town, just in case my Blackberry breaks and I can’t find a computer to check my Google calendar.)

What goes on your calendar?

There are two philosophies about how to use your calendar. The first, which is recommended by David Allen in Getting Things Done, is to only put in your calendar those events which have to happen at that time – meetings, appointments, scheduled phone calls, etc. The rest of the time, you’re working from your task lists according to your sense of what the most important thing to work on right now is.

I disagree with that approach, though I admit it seems to work for many people. But I believe in scheduling everything – appointments and meetings, but also blocks of time for email or phone calls, meals, travel time, and most importantly, “project time”. Project time is a block of time devoted to making progress on some active project I’m working on at the moment. If I don’t schedule that kind of stuff, I know the relatively trivial stuff will expand to fill all the space between my (rare) scheduled events – and I won’t find time for the important stuff.

To be honest, that probably isn’t too far from the spirit of GTD, even if it’s against the “letter or the law” as set down in Allen’s books. Working on projects often is something that has to be done at a set time, or it doesn’t get done. Working on email is the opposite – if it’s not done only during the times I schedule, it can easily fill the whole day.

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My advice, then, is to determine what absolutely has to be done each week and schedule all of it – and stick to the schedule. That means you give everything you’ve scheduled the full block of time allowed to it – but not more than that. Use a timer, if necessary. The point of using a calendar isn’t just to make sure you work on your important tasks at set times during the week, it’s also to make sure you leave adequate time for the stuff that can’t be easily scheduled – time “off the clock”, enjoying yourself.

Your calendars

What about you? Are you a fan of paper, software, or “in the cloud” calendars? What’s your setup? And how do you use your calendar to keep yourself on track? Tell your calendar story in the comments.

Featured photo credit: Pexels via pexels.com

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Last Updated on August 16, 2018

The Importance of Reminders (And How to Make a Reminder That Works)

The Importance of Reminders (And How to Make a Reminder That Works)

No matter how well you set up your todo list and calendar, you aren’t going to get things done unless you have a reliable way of reminding yourself to actually do them.

Anyone who’s spent an hour writing up the perfect grocery list only to realize at the store that they forgot to bring the list understands the importance of reminders.

Reminders of some sort or another are what turn a collection of paper goods or web services into what David Allen calls a “trusted system”.

A lot of people resist getting better organized. No matter what kind of chaotic mess, their lives are on a day-to-day basis because they know themselves well enough to know that there’s after all that work they’ll probably forget to take their lists with them when it matters most.

Fortunately, there are ways to make sure we remember to check our lists — and to remember to do the things we need to do, whether they’re on a list or not.

In most cases, we need a lot of pushing at first, for example by making a reminder, but eventually we build up enough momentum that doing what needs doing becomes a habit — not an exception.

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The power of habit

A habit is any act we engage in automatically without thinking about it.

For example, when you brush your teeth, you don’t have to think about every single step from start to finish; once you stagger up to the sink, habit takes over (and, really, habit got you to the sink in the first place) and you find yourself putting toothpaste on your toothbrush, putting the toothbrush in your mouth (and never your ear!), spitting, rinsing, and so on without any conscious effort at all.

This is a good thing because if you’re anything like me, you’re not even capable of conscious thought when you’re brushing your teeth.

The good news is you already have a whole set of productivity habits you’ve built up over the course of your life. The bad news is, a lot of them aren’t very good habits.

That quick game Frogger to “loosen you up” before you get working, that always ends up being six hours of Frogger –– that’s a habit. And as you know, habits like that can be hard to break — which is one of the reasons why habits are so important in the first place.

Once you’ve replaced an unproductive habit with a more productive one, the new habit will be just as hard to break as the old one was. Getting there, though, can be a chore!

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The old saw about anything you do for 21 days becoming a habit has been pretty much discredited, but there is a kernel of truth there — anything you do long enough becomes an ingrained behavior, a habit. Some people pick up habits quickly, others over a longer time span, but eventually, the behaviors become automatic.

Building productive habits, then, is a matter of repeating a desired behavior over a long enough period of time that you start doing it without thinking.

But how do you remember to do that? And what about the things that don’t need to be habits — the one-off events, like taking your paycheck stubs to your mortgage banker or making a particular phone call?

The trick to reminding yourself often enough for something to become a habit, or just that one time that you need to do something, is to interrupt yourself in some way in a way that triggers the desired behavior.

The wonderful thing about triggers (reminders)

A trigger is anything that you put “in your way” to remind you to do something. The best triggers are related in some way to the behavior you want to produce.

For instance, if you want to remember to take something to work that you wouldn’t normally take, you might place it in front of the door so you have to pick it up to get out of your house.

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But anything that catches your attention and reminds you to do something can be a trigger. An alarm clock or kitchen timer is a perfect example — when the bell rings, you know to wake up or take the quiche out of the oven. (Hopefully you remember which trigger goes with which behavior!)

If you want to instill a habit, the thing to do is to place a trigger in your path to remind you to do whatever it is you’re trying to make into a habit — and keep it there until you realize that you’ve already done the thing it’s supposed to remind you of.

For instance, a post-it saying “count your calories” placed on the refrigerator door (or maybe on your favorite sugary snack itself)  can help you remember that you’re supposed to be cutting back — until one day you realize that you don’t need to be reminded anymore.

These triggers all require a lot of forethought, though — you have to remember that you need to remember something in the first place.

For a lot of tasks, the best reminder is one that’s completely automated — you set it up and then forget about it, trusting the trigger to pop up when you need it.

How to make a reminder works for you

Computers and ubiquity of mobile Internet-connected devices make it possible to set up automatic triggers for just about anything.

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Desktop software like Outlook will pop up reminders on your desktop screen, and most online services go an extra step and send reminders via email or SMS text message — just the thing to keep you on track. Sandy, for example, just does automatic reminders.

Automated reminders can help you build habits — but it can also help you remember things that are too important to be trusted even to habit. Diabetics who need to take their insulin, HIV patients whose medication must be taken at an exact time in a precise order, phone calls that have to be made exactly on time, and other crucial events require triggers even when the habit is already in place.

My advice is to set reminders for just about everything — have them sent to your mobile phone in some way (either through a built-in calendar or an online service that sends updates) so you never have to think about it — and never have to worry about forgetting.

Your weekly review is a good time to enter new reminders for the coming weeks or months. I simply don’t want to think about what I’m supposed to be doing; I want to be reminded so I can think just about actually doing it.

I tend to use my calendar for reminders, mostly, though I do like Sandy quite a bit.

Featured photo credit: Unsplash via unsplash.com

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