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The Evolution of the Calendar: How to Use a Calendar Today

The Evolution of the Calendar: How to Use a Calendar Today

There is a major migration underway that you need to be aware of, lest it overtake you without your knowledge. Your calendar is being re-shaped, but it’s not only because of new technology…it’s because of your new habits.

Up until 20 years ago, your calendar was only a paper item that was either stuck to your wall, found in your diary or sitting on your desk where it collected appointments. It was designed as an object on which you recorded meetings with other people using a pen or pencil. The dates were arrayed in columns, lists or as a matrix of boxes, allowing you to represent a time demand as an occupied space on the page. (A “time demand” is a commitment created by an individual to complete a task in the future.)

Fast forward through the innovations of the past 30 years. Spreadsheets, email programs with electronic calendars, Palm PDAs, Blackberrys, iPads, Google Calendar, Microsoft Exchange…and when you arrive in 2012 you find habits and technologies that were inspired by what a calendar used to be, but are still limited by our old concepts.

You can see these limits in today’s most popular time management and productivity books – written, as they were, by “baby boomer” authors. For them, changing an item on a calendar has traditionally been a hard task to perform. It’s involved finding the right page, using an eraser or White-Out to remove an entry, finding a pen or pencil, and writing in a new appointment. Neatly.

Only a few big-paged calendars would allow you to record activities in 15 minute increments, due to the size of your handwriting, so you’d focus on recording only major appointments. Also, the fact that these calendars were on paper meant that they could tear, get wet or be left on a plane. You definitely didn’t want to store your whole life on a paper calendar.

Out came a rule that fit those times, and it’s embedded in today’s productivity books:

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“Only put appointments with other people in your calendar.”

(Its corollary is: “don’t put anything else in your calendar.”)

Some have modified this to say that you should only put major commitments that “must” happen on a particular day and time in your calendar. (The weak definition of “must” makes the rule a hazy one.) There are problems with this approach. If, as a student, you don’t have to study tonight for an exam next week, you might not bother to schedule that early review session, and end up watching a movie instead.

These were reasonable guidelines for a time when the term “in your calendar” meant that a time demand that you had created was being literally written on a paper document as an appointment. It’s an old way of thinking that just doesn’t fit the technology that we have available today. In today’s world, as David Allen of GTD fame puts it, a calendar is just a special kind of list.

He’s right.

The only difference between a generic list and a calendar are the dates and durations that are included in the latter.

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When you add this information to the items in a list, it’s called “temporal tagging” and this act transforms an action such as “Pick up the milk” into “Pick up the milk at 5 pm on Monday, taking 20 minutes”. Once time demands are assigned temporal tags, they can be laid out in neat calendar views corresponding to days, weeks, months, years, etc.

This isn’t altogether new. My old DayRunner Diary abandoned in 1997 offered multiple ways to look at the time demands in my life, in the form of different paper inserts.

What has changed is the way we use technology to manage time demands, and craft these views.

Today we have a windstorm of time demands blowing around our life each day. They may be captured in the following ways:

  • Mental: These only exist in your mind (e.g. a mental note to yourself to have pasta for dinner tonight.)
  • Paper: These are written (e.g. a to-do list that includes the actions assigned to you in a meeting.)
  • Electronic: These exist in bits and bytes (e.g. the time demands buried inside your email inbox.)

A subset of the electronic items have been assigned temporal tags. When you pull up your calendar, you are simply asking to see a slice, or view, of all electronic time demands that happen to be temporally tagged.

A calendar, then, is a view. Because it’s electronic, you can ask for a number of different views that have nothing to do with the limits of the written or printed page. You can tag as many time demands as you want without ever running out of space.

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    In fact, if you had a magic genie, you’d probably attach a temporal tag to as many time demands in the windstorm as you could. When a time demand gets triggered by an email, for example, you’d have the following conversation with your genie:

    1. “I need to work for an hour on a new blog post. Show me my calendar for tomorrow.”
    2. “Thanks, genie. There’s no space tomorrow. Show me the calendar for next week.”
    3. “Thanks, genie. Book it for Friday, next week, at 3 pm.”

    Today, we don’t need to get our own genie to follow the steps listed above if we change our mental model of what a calendar is, and where it sits.

    Mental Model #1: What the new calendar is

    By seeing a calendar as a slice of time demands, or a view, the act of looking at your calendar is transformed into a dynamic activity in which you alternate between views, while changing items around. Creating, rearranging, rewording, lengthening, shortening and deleting time demands becomes easy. Almost imperceptibly, we are moving in this direction as the latest technology in the form of tablets, smartphones, and laptops make it easier to perform these changes every day.

    With greater ease, comes the ability to manage greater number of time demands as we develop the habit of temporally tagging a greter percentage of more time demands, and master the elegance and power of using different views to see only the information that we need at just the right time.

    Mental Model #2: Where the new calendar sits

    Time demands in this new world don’t sit on paper, in a hand-held gadget, or on a hard drive. Instead, they reside in an electronic cloud which is accessed by a screen that provides us with a real-time view. Getting stuff wet is no longer a problem, and neither is a battery failure or a crash, due to the presence of fail-proof backups. We are never without our cloud of time demands, even when we forget our favorite device at home, because other methods can be used to pull up different views. One day, we’ll even have watches that can pull up a calendar view.

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    New technology has enabled the adoption of these new mental models, but it’s our daily habits that are driving this migration. We are steadily pushing the envelope on how we manage time demands, and are only limited by technology innovators who are slow to understand what we are trying to do, and how we are trying to do it.

    Unfortunately, researchers are slow to catch up also, although some of it does show that temporal tagging and calendar views are used by those who are more skilled at time management. These techniques enable them to manage a greater number of time demands: an even bigger windstorm.

    That shouldn’t be a surprise. The resistance hard-coded into the time management books was based on a paper paradigm. With the redefinition of a calendar as a view of time demands, and the cloud as the ultimate storage location, we can use our own magic genie to make us more productive.

    Featured photo credit: Calendar and Pencil via Shutterstock and inline photo Calendar Card by Joe Lanman via Flickr (CC BY 2.0)

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    Francis Wade

    Author, Management Consultant

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    Last Updated on January 13, 2020

    50 Motivational Quotes for Work to Inspire Success

    50 Motivational Quotes for Work to Inspire Success

    Let’s face it – no matter how excited you are about a new project or priority in your life, there will always be days when your motivation lags. Days when – despite all the progress you’ve made in the past – it just sounds easier to sit on the couch playing video games than to buckle down and crank out the work needed to meet your goals.

    In order to be successful, you must be able to motivate yourself past these humps. Whenever you feel your drive and determination lagging, turn to these motivational quotes for work to provide the extra spark of passion needed to keep you on track.

    Quotes about Goal Setting

    Whether you’re still in the planning phases of your business or whether you’re plotting a plan of attack to bring about your long-range vision, setting good goals is a critical part of succeeding in business.

    Check out these quotes for extra inspiration on how to turn your dreams into reality:

    quote-Benjamin-E.-Mays-the-tragedy-in-life-doesnt-lie-in-106113

      “The tragedy in life doesn’t lie in not reaching your goal. The tragedy lies in having no goal to reach.”– Benjamin Mays


      “By recording your dreams and goals on paper, you set in motion the process of becoming the person you most want to be. Put your future in good hands — your own.”–Mark Victor Hansen


      “Give yourself an even greater challenge than the one you are trying to master and you will develop the powers necessary to overcome the original difficulty.”–William J. Bennett – The Book of Virtues


      “The entrepreneur is essentially a visualizer and actualizer… He can visualize something, and when he visualizes it he sees exactly how to make it happen.”–Robert L. Schwartz

      Quotes about Achieving Excellence in Work

      Once you’ve got your goals together, you’ll need to put in 110% of your effort in order to transform these visions into reality. To increase your motivation to work at a consistently high level, take a look at the following words of wisdom:

      “Excellence is an art won by training and habituation. We do not act rightly because we have virtue or excellence, but we rather have those because we have acted rightly. We are what we repeatedly do. Excellence, then, is not an act but a habit.”–Aristotle


      “If you are going to achieve excellence in big things, you develop the habit in little matters. Excellence is not an exception, it is a prevailing attitude.”–Charles R. Swindoll

      Desire is the key to motivation

        “Desire is the key to motivation, but it’s determination and commitment to an unrelenting pursuit of your goal — a commitment to excellence — that will enable you to attain the success you seek.”–Mario Andretti


        “The secret of joy in work is contained in one word – excellence. To know how to do something well is to enjoy it.”–Pearl Buck


        “The quality of a person’s life is in direct proportion to their commitment to excellence, regardless of their chosen field of endeavor.”–Vince Lombardi

        Quotes about Determination and Persistence

        Since every business or other endeavor is bound to hit some rough patches, it’s often a person’s level of determination and patience that brings about either success or failure. These positive quotes give you an extra boost of encouragement:

        “Enter every activity without giving mental recognition to the possibility of defeat. Concentrate on your strengths, instead of your weaknesses… on your powers, instead of your problems.”–Paul J. Meyer


        “Knowing trees, I understand the meaning of patience. Knowing grass, I can appreciate persistence.”–Hal Borland


        “Nothing in the world can take the place of Persistence. Talent will not; nothing is more common than unsuccessful men with talent. Genius will not; unrewarded genius is almost a proverb. Education will not; the world is full of educated derelicts. Persistence and determination alone are omnipotent. The slogan ‘Press On’ has solved and always will solve the problems of the human race.”–Calvin Coolidge

        quote-Thomas-Fuller-an-invincible-determination-can-accomplish-almost-anything-92190

          “An invincible determination can accomplish almost anything and in this lies the great distinction between great men and little men.”–Thomas Fuller

          Quotes about Leadership

          Whether you use it to engage your employees, to encourage teamwork or motivate others to follow your unique way of thinking, leadership is crucial. Take your leadership cues from these renowned leaders’ famous sayings:

          “The most dangerous leadership myth is that leaders are born — that there is a genetic factor to leadership. This myth asserts that people simply either have certain charismatic qualities or not. That’s nonsense; in fact, the opposite is true. Leaders are made rather than born.” –Warren G. Bennis


          “All of the great leaders have had one characteristic in common: it was the willingness to confront unequivocally the major anxiety of their people in their time. This, and not much else, is the essence of leadership.”–John Kenneth Galbraith

          Leadership is not magnetic personality

            “Leadership is not magnetic personality — that can just as well be a glib tongue. It is not ‘making friends and influencing people’ — that is flattery. Leadership is lifting a person’s vision to high sights, the raising of a person’s performance to a higher standard, the building of a personality beyond its normal limitations.”–Peter F. Drucker


            “The task of leadership is not to put greatness into people, but to elicit it, for the greatness is there already.”–John Buchan


            “High sentiments always win in the end. The leaders who offer blood, toil, tears and sweat always get more out of their followers than those who offer safety and a good time. When it comes to the pinch, human beings are heroic.”–George Orwell

            Quotes for Success

            Think of success as a holistic process – one which results from the combination of goal-setting, excellence, patience, determination and leadership you prioritize throughout your career. These highly successful people provide you with an excellent source of motivation:

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            “Be patient with yourself. Self-growth is tender; it’s holy ground. There’s no greater investment.”–Stephen Covey


            “Believe in yourself! Have faith in your abilities! Without a humble but reasonable confidence in your own powers you cannot be successful or happy.”–Norman Vincent Peale

            Success is the ability to go from one failure to another with no loss of enthusiasm.

              “Success consists of going from failure to failure without loss of enthusiasm.”–Winston Churchill


              “Successful and unsuccessful people do not vary greatly in their abilities. They vary in their desires to reach their potential.”–John Maxwell


              “Would you like me to give you a formula for success? It’s quite simple, really. Double your rate of failure. You are thinking of failure as the enemy of success. But it isn’t at all. You can be discouraged by failure or you can learn from it, So go ahead and make mistakes. Make all you can. Because remember that’s where you will find success.”– Thomas J. Watson


              “The great successful men of the world have used their imagination.  They think ahead and create their mental picture in all its details, filling in here, adding a little there, altering this a bit and that a bit, but steadily building – steadily building.”–Robert Collier


              “It is a paradoxical but profoundly true and important principle of life that the most likely way to reach a goal is to be aiming not at that goal itself but at some more ambitious goal beyond it.”–Arnold Toynbee

              Sports Quotes for Athletes

              You don’t need to be a Michael Jordan-caliber athlete to draw inspiration from the following quotes. Even if you’re just a recreational player or someone who’s using sports as a means to get back in shape after long periods of inactivity, the following motivational sports quotes will encourage you:

              “My attitude is that if you push me towards something that you think is a weakness, then I will turn that perceived weakness into a strength.”–Michael Jordan


              “Pain is temporary. It may last a minute, or an hour, or a day, or a year, but eventually it will subside and something else will take its place. If I quit, however, it lasts forever.”–Lance Armstrong

              Strength does not come from winning. Your struggles develop your strengths.

                “Strength does not come from winning. Your struggles develop your strengths. When you go through hardships and decide not to surrender, that is strength.”–Arnold Schwarzenegger


                “I know what I have to do, and I’m going to do whatever it takes. If I do it, I’ll come out a winner, and it doesn’t matter what anyone else does.”–Florence Griffith Joyner


                “Every time you stay out late; every time you sleep in; every time you miss a workout; every time you don’t give 100% – You make it that much easier for me to beat you.”–Unknown


                “If you are hurt, whether in mind or body, don’t nurse your bruises. Get up and light-heartedly, courageously, good temperedly get ready for the next encounter. This is the only way to take life – this is also ‘playing’ the game!”–Emily Post


                “We must train from the inside out. Using our strengths to attack and nullify any weaknesses. It’s not about denying a weakness may exist but about denying its right to persist.”–Vince McConnell

                Quotes to Motivate Learning

                Committing yourself to pursuing knowledge in a single area is a tremendous endeavor – one that often seems overwhelming given the depth and breadth of information that’s available today. Keep the following motivational quotes in mind if you’re learning:

                “How far you go in life depends on your being tender with the young, compassionate with the aged, sympathetic with the striving and tolerant of the weak and the strong. Because someday in life you will have been all of these.”–George Washington Carver

                quote-William-Arthur-Ward-if-you-can-imagine-it-you-can-36189

                  “If you can imagine it, you can achieve it; if you can dream it, you can become it.”–William Arthur Ward


                  “It is the mark of an educated mind to be able to entertain a thought without accepting it.”– Aristotle


                  “Success is not the key to happiness.Happiness is the key to success.If you love what you are doing, you will be successful.”–Albert Schweitzer


                  “Wear your learning, like your watch, in a private pocket: and do not pull it out and strike it, merely to show that you have one.”–Philip Stanhope, 4th Earl of Chesterfield


                  “He who asks is a fool for five minutes, but he who does not ask remains a fool forever.”–Chinese Proverb


                  “Study while others are sleeping; work while others are loafing; prepare while others are playing; and dream while others are wishing.”–William Arthur Ward


                  “Books can be dangerous. The best ones should be labeled ‘This could change your life’.”–Helen Exley


                  “A book is like a garden carried in the pocket.”–Chinese Proverb

                  All-Time Favorite Positive Quotes

                  Finally, whatever your goals are in life, you can’t go wrong by taking the advice of the following famous motivational quotes:

                  “Change your thoughts and you change your world.”–Norman Vincent Peale


                  “Your time is limited, don’t waste it living someone else’s life. Don’t be trapped by dogma, which is living the result of other people’s thinking. Don’t let the noise of other’s opinion drowned your own inner voice. And most important, have the courage to follow your heart and intuition, they somehow already know what you truly want to become. Everything else is secondary.”–Steve Jobs


                  “Nobody can go back and start a new beginning, but anyone can start today and make a new ending.”–Maria Robinson


                  “Out of clutter, find Simplicity. From discord, find Harmony. In the middle of difficulty lies Opportunity.”–Albert Einstein


                  “Yesterday is not ours to recover, but tomorrow is ours to win or lose.”–Lyndon Johnson

                  If we did all the things we are capable of, we would literally astound ourselves.

                    “If we did all the things we are capable of, we would astound ourselves.”–Thomas Edison


                    “You miss 100% of the shots you don’t take.”–Wayne Gretzky


                    “Success is not final, failure is not fatal: it is the courage to continue that counts.”–Winston Churchill


                    “What lies behind us and what lies before us are tiny matters compared to what lies within us.”–Ralph Waldo Emerson

                    Final Thoughts

                    To use these motivational quotes effectively, find the one that speaks to you. Although all of the phrases listed above can be considered “motivational,” only you can decide which one resonates with you most directly.

                    Next, take the quote you’ve settled on and copy it onto small index cards or other pieces of paper that can be stored around your home and workspace.

                    If you’re creative, you can create inspiration boards, signs or other decorative displays featuring your favorite motivational quotes – really, though, the most important thing is that your chosen phrase be accessible in a variety of different places. This will make it easy to access and review whenever you feel your motivation slipping away.

                    More Inspiring Quotes

                    Featured photo credit: Kyle Glenn via unsplash.com

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