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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 August 21, 2018

18 Best Time Management Apps and Tools (2018 Updated)

18 Best Time Management Apps and Tools (2018 Updated)

No one can dispute the countless benefits technology has brought us. It’s undoubtedly allowed us to connect, perform, improve and leverage our resources beyond what was once imaginable.

If you’re not taking advantage of one of the hundreds of time management apps and tools out there, you’re definitely missing a trick.

But with so many apps to choose from, how do you know which ones to use? Well, this will depend on your needs, but we’ve put together a list of 18 of the very best time management apps that can help you with the most common time management challenges.

Let’s dive straight into the list…

1. Rescue Time — Use your time wisely

    If you have doubts that you’re using your time sensibly, this app will send you weekly reports to indicate what things are stealing your time. You may be shocked to discover how much time you’re actually wasting.

    Download Rescue Time

    2. Remember The Milk — Keep on top of all your tasks

      If you’re struggling to manage everything you have to do, and you work with many different devices, then this is the app for you. It’s a great free tool which is compatible with your mobile, computer, Gmail, Outlook, etc. It helps you to manage your tasks easily, and reminds you of them – wherever you are.

      Download Remember the Milk

      3. Focus Booster – Boost motivation to complete tasks

        This app is based on the principles of the Pomodoro Technique, and is aimed at individuals who procrastinate and feel overwhelmed by tasks. It’s designed to enhance your focus and remove any anxiety you might have with time pressures.

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        Download Focus Booster

        4. Toggl – Keep track of time spent on projects and tasks

          This is a great alternative to time-sheets, if you need to track how much time you spend on different projects. Effective time management starts with being clear on exactly how much time you actually spend on your projects and tasks, and then through analysis, working out how you can manage them more effectively.

          Download Toggl

          5. Dropbox — Store and send large files easily

            There are many apps that allow you to transfer content from your computer to other devices – but Dropbox is free and easier to use than the others. With the Dropbox app, you can even access and share important files on the go.

            Download Dropbox

            6. Evernote — Keep all your notes in one place

              Evernote is a free productivity tool that allows you to capture all your ideas, thoughts and images in many different ways (e.g., with voice, notes or images).  You can even record your meetings, interviews, speeches and ideas, create lists, add voice or text attachments, and share your files with friends. You can also sync Remember The Milk with Evernote to really optimize your time.

              Download Evernote

              7. Mind42 — Focus on tasks at hand with mind mapping

                Mind mapping is a great productivity technique, and Mind42 is the best free mind mapping app currently available. It helps you to become more organized by focusing your thoughts – thereby gaining clarity on what needs to be done.

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                Download Mind42

                8. SyncBackFree — Back up and sync your files effortlessly

                  This free software allows you to back up, restore and synchronize your files easily. It not only saves you time now – but also in the future. If you have never backed up your files before, you should definitely take a look at this pivotal tool.

                  Download SnycBackFree

                  9. MyLifeOrganized (MLO) — Manage your to-do lists effectively

                    Check this out if you find it difficult to manage all your tasks, to work with your to-do lists, and to organize your goals. This task management system helps you to target what you should be focusing on to reach your objectives. It automatically generates to-do lists, with priority actions for your immediate attention so that you can track your progress methodically.

                    Download MyLifeOrganized (MLO)

                    10. 1Password — Have all your passwords remembered

                      This app allows you to keep all your passwords in one encrypted database, protected by one password. This saves you time when you forget your passwords and need to retrieve them. It also allows you to use various passwords for different accounts so you don’t compromise on security.

                      Download 1Password

                      11. Pocket — Keep your eye on the ball

                        When you’re surfing the web, it’s easy to get distracted by enticing and fascinating websites. Use this tool to save your ‘finds’ to access and read later on at a convenient time which will not impact on your immediate work.

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                        Download Pocket

                        12. Focus@Will — Boost your attention span

                          This amazing app combines neuroscience and music to boost your productivity. According to the developers, it’s possible to increase your attention span by up to 400%! Ideal for those who find it difficult to focus while studying, working or reading.

                          Download Focus@Will

                          13. Launchy — Interact with your computer in a smart way

                            This small and simple tool allows you to launch your documents, project files, folders, and bookmarks with just a few keystrokes. This makes life so much easier as you don’t need to go through the start menu to access what you want.

                            Download Launchy

                            14. Forest — Boost your focus by growing a forest

                              This unique and fun app helps you stay focused and on-track. The concept is simple: whenever you want to focus, plant a virtual tree. If you stay focused, the tree will grow. If you lose focus, the tree will die. As the app’s name implies, you can grow multiple trees to create a virtual forest!

                              Download Forest

                              15. Trello — Track your projects in a highly visual way

                                This is a hugely popular app that you may already be familiar with. It works by allowing you to create cards for tasks that you need to complete. Each card moves across the Trello board (which is typically broken into columns such as To Do, In Progress, and Completed) as your start, work on and complete the associated task.

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                                Download Trello

                                16. Wunderlist — Digitalize your to-do lists

                                  Purchased by Microsoft in 2015, Wunderlist is an easy to use, feature-packed to-do list app. From planning a holiday, to sharing a shopping list with a partner, or managing multiple work projects, Wunderlist will keep you on top of all your tasks.

                                  Download Wunderlist

                                  17. TimeTree — Have a shared calendar with your family

                                    This app allows families or teams to share multiple calendars and appointments. So, whether you’re planning a party, or run a local sports team, Time Tree can keep everyone up-to-date with all current and upcoming activities and events.

                                    Download Time Tree

                                    18. Todoist — Capture and order all your tasks and activities easily

                                      Todoist is close to being the ultimate digital to-do list. It’s available via browsers and apps, and lets you schedule all your tasks and activities. Each item can be flagged for priority as well as given a due date. There is also a neat option to add notes to any of your tasks.

                                      Download Todoist

                                      The above list covers what we consider to be the very best time management apps and tools. And the good news is – that many of them are completely free of charge! So, what are you waiting for? Select the ones that will be the most valuable to you – and begin boosting your productivity now!

                                      Oh, and one more thing… Take a look at a couple of our other articles that will help further streamline your time management:

                                      40 Top Productivity Apps for iPhone and 20 Quick Tips For Better Time Management

                                      Featured photo credit: Unsplash via unsplash.com

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