If you know me, you know I’ve tried just about every time management technique out there. For years, I was concerned with efficiency. How could I squeeze out as much as I could in a day. People often tell me that I’ve got tremendous capacity to get stuff done.
But a couple of years ago, I took a step back and asked myself a different question: Was I being effective?
In other words, where in my busyness were all of those strategic moves that would propel me forward? When I looked at my calendar, I realized that the tasks that truly mattered were either missing or scattered inconsistently. My days were consumed with minutiae. Perhaps you can relate.
It was then that I dove into the research on prioritization, time and energy management, and habits. As a result, I have been evolving the way I use my calendar to enable me to stay the course on my priorities. While still a work in progress, if sharing my process is helpful to you, fabulous!
Start with the Big Picture
I start with the big picture. What is my vision for where I will be at the end of the year. I then create quarterly OKRs (objectives and key results) based on that vision. It is these OKRs that I am measuring my productivity against. In other words, how am I doing in making progress toward what I have laid out as most important to me?
Organize Tasks Outside My Head
I also have an app where I keep all of my tasks, including those “pretty shiny objects” that aren’t important right now and those “someday” items that aren’t urgent. By putting everything into the app, I don’t have to take up brain space trying to remember something. If a deliverable comes up in a meeting, I will transpose it to my task list as part of my end of the day wrap-up.
Plan the Week on Sunday Night
On Sunday evening, I pull up my calendar for the week and make note of any meetings that could potentially be postponed or declined if need be. I then look at the list of items from my task list that I need to get done (e.g. they have a deadline) and that I want to get done that week. I then begin estimating how much time each task will take.
Reality Check: Priorities versus Capacity
And, this is where the rubber hits the road because this is where I start blocking time to get the work done. As I plot the work onto my calendar, it’s not unusual for me to see that I’d like to get more work done than I have the time available to do it. This is where I might look at those meetings that can be moved or eliminated. This is also where I have to have the heart-to-heart conversation with myself about ranking my priorities. For example, am I willing to get up early (forgoing my priority to get enough sleep) or work through lunch (forgoing my priority to take a break during the day and eat more mindfully).
Handling Last-Minute Requests
This also gives me a fabulous filter when a last-minute request comes in. I am able to look at my calendar and ask myself whether this request is more important than the work I had intended to accomplish. If yes, I rework my plan. If no, I negotiate with the individual to attend to their request at a later time.
The Results (so far)
Having now managed my calendar this way for a few months, here’s what I am noticing. First, I am becoming better at holding my boundaries. It’s easier for me not to give away the time I had blocked for exercising, journaling, meals, etc. Second, I’m not rushing from thing to thing to thing throughout the day. I’ve got bits of breathing space built in. Third, I am consistently focusing on the work that will have the biggest impact. Fourth, I am getting better at estimating how long each task will take. Fifth, I end most days will a sense of satisfaction at having not just completed tasks but of seeing progress toward my goals. And, lastly, I feel less stressed because I have a clear roadmap for the day of exactly what needs to get done. So, I’m not left wondering how best to use this free block of time on my calendar.
Now, I realize that the best laid plans can get shot out of the cannon before you’ve finished your morning coffee but what this system is helping me to see is how often I was the one allowing my day to get blown up. You may be surprised by what you find as well.
I am curious, how do you ensure that your calendar reflects your priorities?
