10 ways to make your work calendar as efficient as possible

Take time off to solve problems and give up time management.What successful duets do you know? Batman and Robin, chips and football, Olivier and New Year. And you know what else goes great together? Your calendar and productivity. Seriously, try to improve only one thing without improving the other – you are unlikely to succeed. Here are some ways to turn your work calendar into an effective tool for reaching your goals.✨ In the Dopamine telegram channel, we talk about how to live your best life.

  1. Plan a vacation to solve problems

Everyone has pending tasks to complete or projects to start in order to build, for example, the business of their dreams. But we rarely find time for all this.

A simple formula will help solve the problem: time × maximum concentration on one task. If there is not enough time, then it is necessary to increase the concentration even more. And for this you need to remove all distractions.

Start by asking what you need to learn to move forward in your career. Most likely, you will come up with several very large tasks that are difficult to take on in the absence of free time. And here we come to the most important thing – vacation to solve important tasks and problems. Here’s how to organize it:

  • Set aside 2-3 days or any other amount of time on your calendar that will help you make significant progress.
  • Add another day. For what? Most of the time, we overestimate our strengths.
  • Fully focus on the task at this time.

Treat this period like a normal vacation. Finish all current work projects in advance. Warn clients or colleagues that you will not be in the office these days. Turn on an auto-responder in your mail so that nothing distracts you. Multitasking and social networks are also strictly prohibited. Your task is to focus on work and progress.

  1. Schedule things for the year ahead

Planning an entire year in advance sounds like a monumental task. In addition, it is impossible to accurately predict what will happen in the future. Of course, these are all very good arguments. However, a long-term plan can be the key to good time management.

This does not mean that you are required to write down every minute of the next 365 days. Only add the essentials to your calendar: regular meetings, appointments, birthdays, vacations , travel, events, and recurring tasks. This approach will help reduce stress levels and make sure that every day you are working on really important things.

  1. Create the perfect week

Now that you have your overall plan in place, it’s time to narrow things down a bit by planning your week. This can be done every Sunday.

Treat planning like allocating a budget, only then you need to allocate your time. And, as with money, you will first “spend” it in your plan, fixed on paper.

You can also come up with topics for each week – big tasks that you will work on for the next 7 days.

  1. Simplify your daily schedule

There is no point in making a complex and long plan, on the contrary, the simpler the better.

Some people use a scheme according to which you need to highlight the three main tasks of the day. This may be effective, but this method also has a couple of gaps. For example, you can select the wrong tasks. Or it is incorrect to determine the time it will take to complete them. In addition, other cases can always suddenly appear, what to do with them?

It’s easy to come up with a simple yet effective plan. Look at the precise daily schedule of one of the founding fathers of the United States, Benjamin Franklin. There was even a place for good habits.

  • Tune in for the day: shower, breakfast, personal tasks, getting ready for work (3 hours).
  • Morning tasks (4 hours).
  • Analysis of current projects and lunch (2 hours).
  • Daily tasks (4 hours).
  • Dinner, rest and end of the working day (4 hours).
  • Sleep(7 hours).

You can use this schedule as a template, and then add your own tasks to it.

  1. Be mindful of circadian rhythms

Within each of us there is a special “clock” that distributes energy throughout the day. These are circadian rhythms. They support basic functions in our body, such as sleep and wakefulness . If you have ever traveled to a city or country with a different time zone, then you probably understand how difficult it is to adjust to a different rhythm.

The same applies to the working calendar. Try to distribute tasks in it depending on circadian rhythms: the most important thing is to plan for noon or 18:00, the easiest – for early morning, 15:00 or late evening. And the best thing is to track your activity level throughout the day. You may be more productive at midnight than at noon.

  1. Take breaks

Many of us mistakenly believe that breaks are a waste of time. In the end, it’s better to spend those 15-20 minutes on important tasks.

In fact, this approach to productivity has long been outdated. What’s more, regular breaks can greatly improve efficiency. But they also need to be approached responsibly.

Schedule breaks in advance, preferably in accordance with circadian rhythms, and determine how you will spend your free time. For example, take a walk in the fresh air or work out in the gym.

The main thing is to find the golden mean. You should not abuse the rest, but working without stopping will not bring you satisfaction. Set a timer for your break and treat it like another important meeting or task.

  1. Stop using time management

It may sound counterproductive, but the truth is that time is almost impossible to control. So, you need to focus on what you can control. To make yourself and your calendar better, pay attention to several areas:

  • Instead of bulldozing through new challenges, take a break when you’re tired. So you restore energy and increase efficiency.
  • Put them on your calendar and work on priority tasks first. Do not waste energy on tasks that can be delegated, rescheduled or ignored.
  • Neuroplasticity is the ability of the brain to create new and restore lost neural connections. The more often you practice certain tasks, the easier it becomes for you to work on them.
  • Remove unnecessary junk from your calendar, such as tasks that are too small, and focus on the vital.
  • This is where different techniques can help . For example, Pomodoro is 25 minutes of work and 5 minutes of rest. Or the 52/17 rule – 52 minutes of work and 17 minutes of break. This will keep your attention throughout the day.
  • Negative experiences are not only distracting, but exhausting. Add fun activities to your calendar and make time for self-care. This way you can avoid burnout.
  1. Push yourself to switch tasks

To motivate yourself, turn on calendar reminders on your smartphone, or even set a regular kitchen timer. The main thing is that the sound does not annoy you, but gently prompts when it is time to switch to the next thing. This will help you stick to your schedule without breaking away from previous tasks.

  1. Don’t be afraid of spaces

If you carefully plan things, you will probably notice gaps in your calendar. And this is absolutely normal. Within reason, of course. If there is a two-hour break between tasks, it is worth considering, but a 30-minute break is quite natural. During this time, you can prepare for a new meeting, sort out urgent matters, complete a difficult task, meditate, do a couple of stretching exercises, or evaluate your progress for the day.

  1. Avoid Templates

Electronic calendars allocate a standard hour for each task by default, but this is not the best invention. There are many things that can be done in 30 minutes. And the most important information from a working meeting can easily fit in 15 minutes.

Don’t rely on standards – allocate as much time to work as you really need.

by Abdullah Sam
I’m a teacher, researcher and writer. I write about study subjects to improve the learning of college and university students. I write top Quality study notes Mostly, Tech, Games, Education, And Solutions/Tips and Tricks. I am a person who helps students to acquire knowledge, competence or virtue.

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