1 | 8 | Use a calendar for time-based activities


Hey there! I'm Marian Knopp, the Online Business Systemizer at marianknopp.com.

The Productivity Tip of the Day™ is: Use a calendar for time-based activities.

If you're not using a calendar, you should be. It's the most important tool for your productivity because productivity is all about getting things done efficiently and effectively and that's very much a time based activity. So making a plan for how you're going to utilize your time all happens on a calendar. Now I'm not going to get into which is more effective, a paper based or an online calendar. But since you guys know I'm the online productivity mentor, I use online calendars. That's what I like to use because it's on all my devices, it's wherever I am. I don't have to worry about getting papers messed up or crossing things out. I think online tools are more productive actually.

But if you're just getting started and paper based is how you live, then do it. Whatever is going to actually get you to use the tool is the most important part. So when we are using a calendar, first off, I just want you to use it. Okay, that's tip number one. But if you are just getting started with a calendar, there are a lot of roads you can go down in what you include and what you aren't including in a calendar. So I want to give you some additional tips about that. And for this tip of the day, I said that you want to use a calendar for time based activities because this is the best way to start. The first step on using a calendar is to put anything that is time specific.

So these would be the obvious ones like meetings that you have to be there at a very specific time and it's going to take a very specific length of time to be there. Assuming that you have well-run meetings and they actually end on time. I won't go into meeting effectiveness right now, but you also want to put in any events or any other very time specific activities that happen not only on that day but also at that specific time. What people can run into is they kind of go calendar crazy and they put all of these wish lists on their calendar so they have all these activities that they want to get done on Monday. And so they load up their calendar with all these ideas per how they're going to use their time. And then at the end of that day, they have to keep carrying it and dragging it over. And that's just not where those kinds of tasks need to be. If they have to happen on a Monday, then yes we can make that happen. But don't put your whole to do list into your calendar.

We're going to talk about ways to put those tasks that aren't time specific and what tools we can use for that next week. But for now we're just thinking about the time based activities. And that doesn't mean time blocking isn't really effective because I actually love time blocking and we'll talk a little bit about time blocking tomorrow. But right now, just for today, look at your calendar and make sure that you have all of those time based activities included on there. Additionally, since I'm all about helping the online business owner, you are also using your calendar as a way to provide availability to your clients and your partners and your employees. So having a very clean calendar, one that is effective and up-to-date at all times is very important. So not just including, when you have specific meetings but when you would actually be available is important.

So a lot of different calendars have the settings where you're able to set when you are actually available, when you're actually coming into work. Online businesses kind of are all over the place with when they're working and when they're not because they have that kind of flexibility. So being clear, if you have a scheduling software that you use, like Calendly, ScheduleOnce, Acuity, making it clear when that availability is, is just as important. So that's what we want to start doing today. Getting us ready for executing and being productive. We have to kind of take reins of our time and make sure that our calendar is set up in a way that we're able to find the time to get the things that we have prioritized done. So that's your activity for today. Tomorrow we will discuss how to amplify your calendars by adding routines to them.

So we'll get into a little bit of time blocking, not too much for those who don't like that, but it'll still be really a great tip for you.  I look forward to seeing you guys tomorrow on Friday.

If you're interested in watching these videos, they are on my Facebook page at Marian Knopp, LLC and they are also on YouTube at the Productivity Tip of the Day Channel

You can check out the videos for my new glasses. I got new glasses today. I'm not 100% sure if I love them or not, but here they are. They're a bit darker than the red ones I had before, but we'll see. We'll see if they grow on me.

See you guys!

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