Topic of the day
Using your Calendar
Plan > Focus > Execute
Be more efficient at work and spend time doing the things you love.
We live and die by our calendars. They have become a critical part of our digital life that we all use to manage our time.
When used effectively they are so much more than a placeholder for reminders or a schedule of video calls. If you take a bit of time to “use” the calendar as a tool it can help you keep on track.
In this week’s newsletter, I’m going to share 5 overlooked ways of improving how your calendar helps you manage your life.
Here we go:
1. The "Buffer Block" Technique
- What it is: Schedule 15-30 minute buffer blocks before and after critical meetings or tasks.
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Why it helps:
- Reduces stress by preventing back-to-back meeting fatigue.
- Allows time for preparation, review, or follow-up actions.
- Minimises the risk of running late due to overrun or delays.
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How to use it:
- Label these blocks clearly (e.g., "Meeting Prep," "Email Follow-up").
- Treat them as non-negotiable appointments.
- Adjust the buffer time based on the complexity of the task or meeting.
This one might seem obvious, but it seems to be increasingly common that people show up late to meetings or calls and use the excuse of “back to back appointments”. A short buffer will help you keep more control and ensure you’re not rushing.
2. Themed Time Blocks
- What it is: Allocate specific blocks of time for similar types of tasks (e.g., "Email Hour," "Creative Work Block," "Strategic Planning Time").
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Why it helps:
- Reduces context switching, which is a major time drain.
- Allows for deeper focus on specific types of work.
- Creates predictable rhythms in your workday.
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How to use it:
- Identify your recurring task categories.
- Schedule consistent time blocks for each category.
- Stick to the theme during those blocks, avoiding distractions from other tasks.
This is a personal favourite of mine. I like to close Outlook during the day so I’m not distracted by notifications. I’ll usually assign 2 x 30 min blocks to read and review email.
3. Clear Description and Agenda
- What it is: Always include a clear meeting purpose in the event title and an agenda in the description.
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Why it helps:
- Ensures all attendees are prepared and focused.
- Reduces wasted time spent clarifying the meeting's objective.
- It helps to decide if the meeting is needed at all. If there is no purpose, why have the meeting?
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How to use it:
- When creating or accepting a meeting invitation, edit the event description.
- Write a concise statement of the meeting's purpose (e.g., "Discuss Q3 Marketing Strategy," "Review Project X Progress").
- Include a minimum 3 bullet point agenda: What is the purpose of the meeting? Why is it important? What outcome are we aiming for?
- If you are invited to a meeting with no agenda, ask the meeting organiser to provide one.
I can’t believe the number of meetings requests that I receive with poor descriptions (e.g. “Call with Mike”) and nothing in the agenda. It often means I have to waste time checking with the owner if I need to prepare in advance and what to expect. Let’s try to end that!
4. The "Personal Time" Shield
- What it is: Block out time for personal activities, such as lunch, exercise, or breaks.
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Why it helps:
- Prevents burnout and promotes work-life balance.
- Ensures you have time to recharge and maintain well-being.
- Demonstrates that you value your personal time.
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How to use it:
- Schedule these blocks just like any other appointment.
- Treat them as non-negotiable.
- Use the time to disconnect from work and focus on yourself.
- This also prevents others from scheduling meetings during your personal time.
Breaks are a really important part of the productive day. Being rested ensures your focus work blocks are more effective. Blocking out time for breaks and other personal activities will ensure you work at peak performance.
5. The "Review and Refine" Weekly Check-In
- What it is: Set aside 15-30 minutes at the end of each week to review your calendar and plan for the next.
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Why it helps:
- Provides a bird's-eye view of your upcoming commitments.
- Allows you to identify and resolve potential scheduling conflicts.
- Ensures your calendar aligns with your priorities.
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How to use it:
- Look at the previous week, and see if you kept to the schedule, and if not, why not.
- Review upcoming deadlines and meetings.
- Adjust or reschedule items as needed.
- Plan your themed time blocks for the following week.
I carry out a weekly review to see where I spend my time. My appointments are usually colour coded (e.g. blue for internal meetings, red for customer calls etc.) to help review the week more effectively and see what I spent most of time doing.
This is my top five.
I use all of these when I’m managing my calendar. When it comes to keeping things tidy, I usually check a week in advance (i.e. on Friday I’ll plan for the previous week) to look for clashes. Then I always do a review at the start of every day. It doesn’t take long and helps me feel in control.
Don't know where to start? Just give one a try and see how you get on!
I’m sure many of you already do a number of these. I’d love to hear which ones you find the most helpful and also if I’ve missed any.
Did you enjoy this issue? If you think someone else might benefit please consider sharing it with them. Also, if you have any comments or questions then I’d love to hear from you. Either email me or send a DM on LinkedIn.
Thank you for subscribing, have a great weekend, and I’ll see you next week.
Mike
