If you’re a busy, hardworking, well-connected individual, you know how it feels to have a jam-packed schedule. Managing your calendar or someone else’s calendar for that matter is a very nuanced and time-consuming task. It’s very easy to miss a link, to double book, or to get the timezone wrong.
Even the best of us sometimes need a little help with an overloaded calendar. Don’t wait until there’s been a screw-up. Here are 3 essential tips for smooth and hiccup-free calendar management.
Creating a routine is essential to having a well-kept schedule
Bosses don’t get to where they are if they have no control over their schedules. Executives always run a tight ship and every second of every hour of every working day is important. Now, if you are managing your own schedule or someone else’s, it is important to have a set of routines that define your day, instead of running around rushing to complete one unscheduled task after the other. Order is important, especially if you or your boss have back to back meetings and running tasks. Try to create a routine so that you know what to expect and won’t be sidelined if something unexpected comes up, as it always will.
For example, you can block out time in the morning for easing into work. Maybe set 15mins to check mail for upcoming events of the day, 15mins to review your schedule or brief your boss on the daily schedule, and half an hour to respond to meeting requests/inquiries and make phone calls. Having a routine also sets a precedent for others to know that you or your boss won’t be available during that specific block of time. Maintain these blocks of time the same time each day so that they become a regular part of your day.
Share your calendar with pertinent people
Managing multiple calendars could turn out to be a nightmare when done incorrectly. There is a high probability of missing appointments or even double-booking as you switch from one calendar to another. Having a shared calendar prevents schedule conflicts from occurring. This works especially well for teams, so that everyone can be in the loop and avoid booking an appointment when there is a schedule conflict. Be careful of giving modifying rights to calendar entry invitees, as you might miss out on the changes and end up having the same old dilemma of double booking.
Schedule breaks
Everyone needs a breather. Do not forget to schedule breaks. Actually put it in your calendar or any calendar you manage. Don’t pack your calendar with back to back meetings. You should always pad meetings with 5 to 15mins between each meeting to give yourself or your boss time to prepare. Guard your lunch breaks and your coffee breaks fiercely. All work and no break is the surest, easiest path to burnout.
Do you have any essential calendar management tips? What works for you? Let us know in the comments. Remember to work smart and be a blessing to someone today. Stay safe and healthy!
Written by Jaie O. TheHelp