Calendar Management — There Is More Than One Way

by Gwen Bortner | Operations, Tasks & Goals

For as long as I can remember, my productivity has been guided by two things: my task list and my calendar. Depending on my role, one would always be the more dominant over the other. However, over time I have learned that managing them in tandem is almost always the most productive.

There are multiple ways to leverage your calendar to maximize productivity. By understanding the options, the pros and cons of each and your personal work style, you are more likely to select a method that leads to long term productivity.

Chunking Time

Breaking your day into chunks of time to increase productivity is not a new concept. Even so, it is not as widely discussed as some other methods of time/task management. 

The basic concept is rather simple:

• Break your day into functional chunks of time (usually 30 – 120 minutes).
• Analyze your levels of focus and productivity for each chunk.
• Assign types of activities to each chunk of time in order to best utilize that time slot.
• Only do those activities until they are done or time is up (whichever comes first).

This type of chunking can be particularly helpful when you have lots of tasks to do and certain types never seem to make it to the top of the list. Even if they only get 30 minutes each week, it is probably more than they would get otherwise. 

The downside is, this version might be too restrictive for some types of business ventures.

Another variation of chunking time is to look at bigger chunks of time (1/2 day or full day) and assign larger groups of activities to each. For example, to minimize interruptions, appointments are only to be scheduled on Tuesday afternoons or Thursday mornings. Monday mornings are for planning, strategizing and prepping for the week ahead and so on.

This version has more flexibility within the chunks of time, but still has enough structure to create a framework for productivity. 

Another upside is if you are working with others, either in-person or virtually, team members can also have a reasonable idea of what to expect and how to work with you effectively. 

The challenge is that it can become too restrictive making scheduling challenging or difficult to complete certain tasks. 

Meetings First 

If your work requires you to participate in a large number of meetings or appointments, it may make better sense to start with getting those in your calendar first. You can still leverage a bit of the chunking concept by limiting the times people can schedule meetings, but this approach assumes that a large percentage of your work calendar is open.

The challenge is this method can make it difficult to get any task work done. However, a way to minimize this challenge is at the end of each week, block chunks of task specific time for the following week so very few additional appointments can be scheduled. This allows your clients and associates to have reasonable and flexible access, while at the same time ensuring you have some time for task work. 

Obviously this method is best for roles that require at least as much, if not more, time allocated to meetings as opposed to getting tasks done.

Scheduling Tasks

Another method for using your calendar to increase your productivity is to actually make an appointment with yourself. Most of us are pretty good at showing up at the designated time/place for a meeting with another person. The concept is to apply the same rigor to your most important tasks. For some, leaving the office and working in a remote location like a library or coffee shop helps in making the “meeting” happen.

This is a great method for who automatically break projects down into milestones or steps and can easily place them on the calendar weeks and months in advance. 

The challenge is to hold firm on your own appointments. It can be easy to convince yourself to “reschedule” when something else comes up, but if you are not careful a task appointment will get regularly rescheduled and never get done.

Block and Tackle

The idea of blocking time and tackling tasks is a method that can be used in combination with some of the previous calendar management concepts or on its own. The idea is first thing in the morning to look at the day ahead, given the appointments, work blocks, etc. on the calendar, assign the remaining time slots (usually smaller slots like 15 – 60 minutes), to very specific tasks. 

This method works well in concert with other time management techniques like the Pomodoro method. It is also a great way to ensure you make time for your personal activities, like running errands, or ensuring you get to important but less urgent tasks.

Mash-up Methodology

Personally, my favorite is to create a mash-up of several methodologies. I am a firm believer in systems, but I also know that customization is often the key to success. Rarely does one system fulfill all of a person’s needs. But when you combine elements, you get the best of both worlds — systems and customization.

I personally combine the “Meetings First” and “Block and Tackle” methods. Although I loved the concept of chunking time, I could never make it work for myself. As a natural project planner it would seem like scheduling tasks into the future would make sense, but I know that I am not good about honoring appointments with myself. So everything ended up getting moved around anyway. The combination of “Meetings First” and “Block and Tackle” gives me just the balance I need. 

The Reality of Managing Your Calendar

The reality is no system is perfect, but systems invariably increase our productivity. We also all have the same number of hours in a day. The difference is seen in how those hours are utilized. 

When you realize that your tasks are ultimately part of your calendar, it becomes so much easier to have them work together. And when your calendar and tasks are working together, you will feel less overwhelmed and get so much more accomplished.