Good calendar management helps you stay productive and focused. A weekly calendar review is a good habit to get into as part of this. Not only does it help remind you of what you’ve achieved, but it’s also a good way of seeing what improvements are needed to help you be more productive and less stressed.
Everyone has their preference for the type of calendar they use, and there’s no right or wrong kind of calendar. What’s important is that the calendar you choose works well for you, and you review it regularly.
That’s why it’s good calendar management to review your calendar every week. It’s then not too overwhelming for you to do, but also manageable enough to complete it relatively quickly. But if you’re wondering how that review might look, here are 10 tips to help you effectively review your week.
Tip #1: Check you’re not filling it with clutter
One of the top mistakes made is using a calendar as your to-do list. It not only clutters up your calendar, but it also gets confusing, really fast! Other types of clutter that tend to appear on your calendar include tasks that you automatically do and don’t need reminding about (such as walking the dog and having lunch). Also, look out for general reminders that take up space on your calendar (but don’t need a block of time to complete).
Tip #2: Check you’re not solidly filling your day with time slots
If you want to manage your calendar more effectively, stop booking back-to-back time slots and appointments from the minute you start work to the end of your day. You need breathing space – and seeing an endless wall of meetings won’t help your mental health or productivity.
Tip #3: Are you being productive or just being busy?
Review your week and see if there’s anything you’re scheduling that isn’t important or isn’t needed. And also, be on the lookout for things you’re scheduling that are simply a way of adding space into your otherwise busy schedule.
Tip #4: Is there anything more you can do to increase your productivity?
Whilst you’re reviewing your calendar, check that you’re working productively. Can you batch tasks together? How about colour coding your tasks? Colour coded tasks to make it easier and faster to find things and help reduce your stress levels. Do you need to set up reminders? Can you optimise any meetings you run so they take up less time?
Tip #5: Are there things you regularly do that need their own time slot?
Sometimes you may be doing tasks that don’t show up on your calendar but need their own time slot. This can include things like scheduling time to respond to emails or working on your administrative tasks.
Tip #6: Do you need to schedule a meeting-free day each week?
Maybe you’d love to have a creative day or a day to work specifically on your own 90-day goals? A meeting-free day is a day to work on whatever you like – even if you choose to spend it working through your admin or contributing towards long-term projects.
Tip #7: Look into what you can clear and delegate
Continuing with the theme of increasing your productivity, are there recurring appointments that you no longer need to attend? It’s just one way you can clear tasks off your calendar. Delegation is another. Is there anything you can outsource or delegate to someone else? Delegation is just one of several different areas you can control within your working day. If you’re feeling a little overwhelmed with your schedule or simply need to remind yourself of the other areas within your control, check out our recent blog: What areas can you control within your business and personal life.
Tip #8: Do you need to start saying no?
Maybe your review has highlighted how many pointless meetings you attend! You know, the ones with no clear plan, no purpose and no clear timescale? So is your review highlighting the need to say no more often?
Tip #9: Is there anything you’ve missed or need completing?
When you review your week, take time to check if there’s anything you’ve missed or that needs completing to finish off the week? This can include sending follow up emails, chasing someone for their outstanding work or even closing and filing a project.
Tip #10: What preparation do you need to do for the week ahead?
Finally, look at what you need to do to prepare yourself for the week ahead. Do you need to print off paperwork, go through a report, or write a summary before a planned meeting in the week ahead? Preparation could also be something simple, such as writing out a new to-do list. If you’re wondering why you need to use a to-do list, check out our recent blog: 5 benefits of using a to-do list.
Good calendar management helps you stay focused and productive. Reviewing your calendar at the end of each week is an excellent habit to get into. It not only enables you to see where your time is going, but it also identifies the steps you can take to improve the way you plan and work.
And of course, if you’re looking to lighten your workload, even calendar management isn’t something you have to do yourself. The benefits of letting a Virtual Assistant manage your calendar for you are numerous. If you’re ready to explore outsourcing it to a Virtual Assistant, get in touch and let’s discuss how we can help. You’ll find our contact information here.