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How to Use a Calendar to Create Time and Space

How to Use a Calendar to Create Time and Space

There has been plenty of discussion online and off about how a calendar fits into one’s productivity system. The general rule of thumb is that scheduled appointments should go in your calendar, while tasks and the like should go into whichever task management system you use.

What often gets lost in the discussion is what appointments should go into your calendar in order to best maximize your time and ensure you’re making progress on the things you really want to be doing. One of the best ways to do this is to get a bit more granular with the definition of appointments so that you can use your calendar more effectively as part of your overall productivity system.

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Types of Appointments

1. General Appointments

These are appointments in the most traditional sense. They may be doctor’s appointments or business lunches. Either way, they are fairly general in terms of what we define as appointments, so they should be treated as such. These types of appointments can be moved to different dates if given enough notice and both parties are able to make it happen, although you should try to keep them “as-is” in most cases.

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2. Self-Appointments

These are appointments you make with yourself. They can be time blocks that you schedule so that you can work on tasks or projects without interruption – by yourself or others through distraction. These types of appointments are also transferable, but I would recommend you try to build a framework so that they stay as static as possible. Pick some time where you can work in 90 minute intervals as a self-appointment regularly so that you can create a habit and improve productivity. Break these times up with breaks where nothing is set in stone. You can even take the larger blocks and break them down into smaller chunks using The Pomodoro Technique if you’d like so that you can move from task to task.

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Keep these amount of time sacred, but be nimble enough that you can move that amount of time to other hours of the day.

3. Team Appointments

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These are appointments where a team is needed to come together. The best way to schedule these is after the other two types of appointments are locked in your calendar. While it might be hard to schedule these after doing so, there are tools like Doodle, Tungle.me, and even Google Calendar that can help pick optimal times where most can be present. When it comes to these types of appointments, the needs of the many should outweigh the needs of the few, so self and general appointments may have to be adjusted in order to make them work. But only adjust those as a last resort – your time is important and your teammates need to realize that.

Conclusion

I’ve heard some productivity types say that scheduling time blocks works against you – that it goes against the grain and is nearly impossible to do. But John Cleese has brought forth the argument that people need two things in order to create: time and space. I couldn’t agree more with that assessment.

If you keep in mind the types of appointments you have at your disposal, your calendar becomes a tremendous tool that allows you to create this time and space for yourself.

(Photo credit: Close Up of a Calendar Page via Shutterstock)

More by this author

Mike Vardy

A productivity specialist who shows you how to define your day, funnel your focus, and make every moment matter.

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Last Updated on January 21, 2020

What Is Creativity? We All Have It, and Need It

What Is Creativity? We All Have It, and Need It

Do you think of yourself as a creative person? Do you play the drums or do watercolor paintings? Perhaps compose songs or direct plays? Can you even relate to any of these so called ‘creative’ experiences? Growing up, did you ever have that ‘artistic’ sibling or friend who excelled in drawing, playing instruments or literature? And you maybe wondered why you can’t even compose a birthday card greeting–or that drawing stick figures is the furthest you’ll ever get to drawing a family portrait. Many people have this common assumption that creativity is an inborn talent; only a special group of people are inherently creative, and everyone else just unfortunately does not have that special ability. You either have that creative flair or instinct, or you don’t. But, this is far from the truth! So what is creativity?

Can I Be Creative?

The fact is, that everyone has an innate creative ability. Despite what most people may think, creativity is a skill that everyone can learn and hone on. It’s a skill with huge leverage that allows you to generate enormous amounts of value from relatively little input. How is that so? You’ll have to start by expanding your definition of creativity. Ironically, you have to be creative and ‘think out of the box’ with the definition! Creativity at its heart, is being able to see things in a way that others cannot. It’s a skill that helps you find new perspectives to create new possibilities and solutions to different problems. So, if you encounter different challenges and problems that need solving on a regular basis, then creativity is an invaluable skill to have.Let’s say, for example, that you work in sales. Having creativity will help you to look for new ways to approach and reach out to potential customers. Or perhaps you’re a teacher. In this role you have to constantly look for new ways to deliver your message and educate your students.

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How Creativity Works

Let me break another misconception about creativity, which is that it’s only used to create completely “new” or “original” things. Again, this is far from the truth. Because nothing is ever completely new or original. Everything, including works of art, doesn’t come from nothing. Everything derives from some sort of inspiration. That means that creativity works by connecting things together in order to derive new meaning or value.From this perspective, you can see a lot of creativity in action. In technology, Apple combines traditional computers with design and aesthetics to create new ways to use digital products. In music, a musician may be inspired by various styles of music, instruments and rhythms to create an entirely new type of song. All of these examples are about connecting different ideas, finding common ground amongst the differences, and creating a completely new idea out of them.

What Really Is Creativity?

Creativity Needs an Intention

Another misconception about the creative process is that you can just be in a general “creative” state. Real creativity isn’t about coming up with “eureka!” moments for random ideas. Instead, to be truly creative, you need to have a direction. You have to ask yourself this question: “What problem am I trying to solve?” Only by knowing the answer to this question can you start flexing your creativity muscles. Often times, the idea of creativity is associated with the ‘Right’ brain, with intuition and imagination. Hence a lot of focus is placed on the ‘Right’ brain when it comes to creativity. But, to get the most out of creativity, you need to utilize both sides of your brain–Right and Left–which means using the analytical and logical part of your brain, too. This may sound surprising to you, but creativity has a lot to do with problem solving. And, problem solving inherently involves logic and analysis. So instead of throwing out the ‘Left’ brain, full creativity needs them to work in unison. For example, when you’re looking for new ideas, your ‘Left’ brain will guide you to a place of focus, which is based on your objective behind the ideas you’re searching for. The ‘Right’ brain then guides you to gather and explore based on your current focus. And when you decide to try out these new ideas, your ‘Right’ brain will give you novel solutions outside of the ones you already know. Your ‘Left’ brain then helps you evaluate and tune the solutions to work better in practice. So, logic and creativity actually work hand in hand, and not one at the expense of the other.

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Creativity Is a Skill

At the end of the day, creativity is a skill. It’s not some innate or natural born talent that some have over others. What this means is that creativity and innovation can be practiced and improved upon systematically.A skill can be learned and practiced by applying your strongest learning styles. Want to know what your learning style is? Try this test. A skill can be measured and improved through a Feedback Loop, and can be continuously upgraded over time by regular practice. Through regular practice, your creativity goes through different stages of proficiency. This means that you can become more and more creative! If you never thought that creativity was relevant to you, or that you don’t have a knack for being creative… think again! You can use creativity in any aspect of your life. In fact you should use it, as it will allow you to to break through your usual loop, get you out of your comfort zone, and inspire you to grow and try new things. Creativity will definitely give you an edge when you’re trying to solve a problem or come up with new solutions.

Start Connecting the Dots

Excited to start honing your creativity? Here at Lifehack, we’ve got a wealth of knowledge to help you get started. We understand that creativity is a matter of connecting things together in order to derive new meaning or value. So, if you want to learn how to start connecting the dots, check out these tips:

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Featured photo credit: rawpixel via unsplash.com

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