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7 Google Calendar Planning Tips

7 Google Calendar Planning Tips

Google Calendar is my choice for organizing my schedule. I don’t like Microsoft Outlook, but only because I loathe client-side applications for non-creativity-based processes. Here are 7 ways to use Google Calendar to better schedule your life, with a really cool add-on idea to boot.

  • Use Monthly View for Big Ticket Planning– Plan your life and obligations with a month’s eye view to begin with. Use this level to make sure you make time for the things that matter most. Having trouble spending time with your spouse or kids? Build time into the calendar first thing before planning the other obligations. Make exercise a priority by putting it in as a recurring event across the days you dictate in a month.
  • Use NEXT Week for Scheduling– Use weekly view but set it to next week. Make all your appointments for the week after this one, unless there’s a huge time requirement. This gives everyone a chance to arrange their calendars and priorities neatly. People will start to appreciate your scheduling method, and it’ll allow them to prepare for doing business with you.
  • Use Weekly View for Course Correction– As you approach events or activities, firm up your plans in the weekly view. If you have to delete exercise from Monday because you ended up having to take your kid to the doctor’s office, move it to Tuesday. Make sure you don’t “bleed” events, because they wouldn’t be on there, if you weren’t dedicating yourself to accomplishing them in the first place, right?
  • DON’T use Daily View – There’s just no reason.
  • Make a Tally– Count up what types of events are for one topic, which are for another, and make sure you’re balancing. Do you have 71 work-related calendar items and only 4 family? If family matters most, is it just that you’re not reflecting that time in your calendar, or are you missing something?
  • Invite Other People to use Google Calendar– Share your calendar view (or portions- there are granular settings for this), so that people can get a better sense of your time commitments. This might help them NOT bug you with trivial matters. It might prompt them to invite you to something to blow off steam, if they notice your calendar is blocked full. The best of what it does is give people some pre-warning as to how busy your life is. (This also helps cut down on friviolous offers).
  • Make good use of the Reminders Options– I have reminders ping my desktop email, my Gmail account, my phone, and about everything else I could configure. I want to make sure I don’t miss an appointment because some technology silo couldn’t get my attention. Sometimes, this is annoying (acknowledging all those things), but other times, it’s saved me from grave embarassment. Make sure you set the warning time to be long enough that you can take action, but not so long that you forget you were reminded.
  • BONUS IDEA:– Consider hiring a virtual assistant. Rates for virtual personal assistants like Sara Deutsch are reasonable enough (especially if they consider pro-rating for various tasks), and by sharing out your Google Calendar view, you might be able to enable a virtual assistant to help you with things like scheduling (imagine paying $30 a week for this service versus $5000 a year for a phone messaging company or $24,000 a year for a full salary employee). A virtual assistant can be an interesting way to farm out parts of our schedule to others, freeing us for things that matter more to us personally.

Those are my tips. What would you add to that list?

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–Chris Brogan has a full schedule this week, but is still booking appointments at [chrisbrogan.com]. His calendar has an event called Podcamp scheduled on Sept 9-10.

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Last Updated on May 14, 2019

8 Replacements for Google Notebook

8 Replacements for Google Notebook

Exploring alternatives to Google Notebook? There are more than a few ‘notebooks’ available online these days, although choosing the right one will likely depend on just what you use Google Notebook for.

  1. Zoho Notebook
    If you want to stick with something as close to Google Notebook as possible, Zoho Notebook may just be your best bet. The user interface has some significant changes, but in general, Zoho Notebook has pretty similar features. There is even a Firefox plugin that allows you to highlight content and drop it into your Notebook. You can go a bit further, though, dropping in any spreadsheets or documents you have in Zoho, as well as some applications and all websites — to the point that you can control a desktop remotely if you pare it with something like Zoho Meeting.
  2. Evernote
    The features that Evernote brings to the table are pretty great. In addition to allowing you to capture parts of a website, Evernote has a desktop search tool mobil versions (iPhone and Windows Mobile). It even has an API, if you’ve got any features in mind not currently available. Evernote offers 40 MB for free accounts — if you’ll need more, the premium version is priced at $5 per month or $45 per year. Encryption, size and whether you’ll see ads seem to be the main differences between the free and premium versions.
  3. Net Notes
    If the major allure for Google Notebooks lays in the Firefox extension, Net Notes might be a good alternative. It’s a Firefox extension that allows you to save notes on websites in your bookmarks. You can toggle the Net Notes sidebar and access your notes as you browse. You can also tag websites. Net Notes works with Mozilla Weave if you need to access your notes from multiple computers.
  4. i-Lighter
    You can highlight and save information from any website while you’re browsing with i-Lighter. You can also add notes to your i-Lighted information, as well as email it or send the information to be posted to your blog or Twitter account. Your notes are saved in a notebook on your computer — but they’re also synchronized to the iLighter website. You can log in to the site from any computer.
  5. Clipmarks
    For those browsers interested in sharing what they find with others, Clipmarks provides a tool to select clips of text, images and video and share them with friends. You can easily syndicate your finds to a whole list of sites such as Facebook, Twitter and Digg. You can also easily review your past clips and use them as references through Clipmarks’ website.
  6. UberNote
    If you can think of a way to send notes to UberNote, it can handle it. You can clip material while browsing, email, IM, text message or even visit the UberNote sites to add notes to the information you have saved. You can organize your notes, tag them and even add checkboxes if you want to turn a note into some sort of task list. You can drag and drop information between notes in order to manage them.
  7. iLeonardo
    iLeonardo treats research as a social concern. You can create a notebook on iLeonardo on a particular topic, collecting information online. You can also access other people’s notebooks. It may not necessarily take the place of Google Notebook — I’m pretty sure my notes on some subjects are cryptic — but it’s a pretty cool tool. You can keep notebooks private if you like the interface but don’t want to share a particular project. iLeonardo does allow you to follow fellow notetakers and receive the information they find on a particular topic.
  8. Zotero
    Another Firefox extension, Zotero started life as a citation management tool targeted towards academic researchers. However, it offers notetaking tools, as well as a way to save files to your notebook. If you do a lot of writing in Microsoft Word or Open Office, Zotero might be the tool for you — it’s integrated with both word processing software to allow you to easily move your notes over, as well as several blogging options. Zotero’s interface is also available in more than 30 languages.

I’ve been relying on Google Notebook as a catch-all for blog post ideas — being able to just highlight information and save it is a great tool for a blogger.

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In replacing it, though, I’m starting to lean towards Evernote. I’ve found it handles pretty much everything I want, especially with the voice recording feature. I’m planning to keep trying things out for a while yet — I’m sticking with Google Notebook until the Firefox extension quits working — and if you have any recommendations that I missed when I put together this list, I’d love to hear them — just leave a comment!

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