Calendars are everywhere.
You have one on your wall, one on your desk, one on your computer, and another on your cell phone. You might even have one of those plastic, credit card-sized calendars in your wallet or purse.
Yep, you have plenty of calendars. But chances are you aren’t using any of them to their full potential.
A calendar can either be a total waste of space or a simple but powerful time management tool. It all depends on how you use it.
Here's how you can set up your calendar so that missed deadlines will be a thing of the past.
1. Only Use One Calendar
If possible, stick to using just one calendar for everything.
If you have several calendars, it’s too easy to forget to look at one of them. And that might be the one where you recorded that absolutely critical, totally-can’t-miss deadline.
With one calendar, you’ll know where all your important dates are recorded. And all you have to do to remember any due dates, appointments or special events is look at that one calendar.
Will you use that calendar app on your mobile device? Or the paper calendar in your personal organizer? Pick the one you like the best, and ignore the rest.
2. Populate Your Calendar
Once you’ve chosen your “one true calendar,” it’s time to start filling it up.
Start by adding any important dates you can think of to your calendar, including:
- Birthdays.
- Special events.
- Appointments.
- Deadlines.
- Due dates.
- The days you have to pick up the kids from school.
- The day when those library books are due back.
If there’s a date you need to remember, add it to your calendar.
Are there any time-sensitive tasks on your to-do list? Add those tasks to your calendar too.
Moving tasks from your to-do list to your calendar is like doing a mini-purge. Having a never-ending to-do list can be overwhelming. It also makes it hard to focus on the things you should be doing right now.
Are there things on your to-do list that you don’t have to think about for a few weeks or months? Then move them to your calendar. Now you can forget about those tasks until you actually have to start dealing with them.
Speaking of starting…
3. Add Start Dates to Your Calendar
When you add a due date or deadline to your calendar, be sure to add the start date too.
For example, say your aunt’s birthday is on the 21st, which you add to your calendar. But you should also add the date when you’ll start looking for a present.
You want to buy Aunt Betty an awesome birthday gift. And two weeks should be enough time to find something that will put everyone else’s gifts to shame. (Not that you really care about that. Still…)
So you add “look for gift for Aunt Betty” on the 7th of the month. And when the 7th arrives, you’ll add “look for gift for Aunt Betty” to your shopping list or to-do list.
The same goes for projects. You want to add the date when your report is due and the date when you need to start working on it to your calendar. And don’t forget to give yourself some wiggle room, so you’ll be sure to get the project done on time.
And do you like to break your projects down into smaller tasks? If so, you can add each task to the date on which you intend to do it.
4. Color-Code Your Calendar
Color-coding can make your calendar more fun, sure. But color-coding is also practical. If you’re a visual person, color will make your calendar easier to “read” at a glance.
You can use different colors for:
- household tasks.
- work or school projects.
- birthdays and anniversaries.
- meetings and appointments.
- special events.
And so on.
For due dates and deadlines, use red. That way, those critical dates are sure to catch your eye.
5. Check Your Calendar Often
I sometimes find that the act of adding something to a calendar helps it to stick in my mind. So, as often as not, I’ll remember the task or event without actually looking at the calendar.
Of course, the operative words there are “as often as not.”
Even if you think you already know what’s on your calendar, check it daily. That way you can be sure nothing slips your mind.
So every morning, take a look at your calendar. Are there things you need to do or start today? Add those tasks to your to-do list.
Have an appointment or meeting today? Set an alarm to go off when you need to start getting ready. If you’re using a digital calendar, most calendar programs have an alarm function.
There are so many fancy gadgets and gizmos out there that promise to help you manage your time and get more done. And those apps can be a lot of fun to play around with.
By comparison, a simple calendar might seem plain and, well, kind of boring.
But, when it comes to time management, the simplest tools are often the most effective. And if you set up your calendar the right way, you’ll still be using it long after that shiny new gadget has lost its luster.
