Take Back Your Calendar!
By Terre Short
Do you feel like your calendar owns you instead of the other way around? Does your day feel like an endless game of whack-a-mole, constantly reacting to meetings, deadlines, and other people’s priorities? Reclaim control of your time and energy with research-backed strategies for calendar management.
In my last two corporate jobs, we used color coding on calendars quite effectively. The beauty was that our entire team used the same colors. At a glance, I could see if my boss was traveling, as represented by a blue block on her calendar. While this approach worked quite well at the time, I now enjoy making the colors what I want them to be, what speaks to me. This is a start in taking back your calendar.
Why Your Calendar Matters
Your calendar reflects your priorities. The way you organize this daily tool dictates where you spend your time and attention. Calendar management is a critical component of time management. As Laura Vanderkam, author of I Know How She Does It, states, “How you schedule your hours is how you spend your life.” She advocates for being intentional about how you structure your days.
Take time to think through what matters most. Are you devoting sufficient focus there? Your calendar should align with your core values and goals, including relationships and wellbeing. Avoid letting it default to an endless series of reactive commitments. As Vanderkam suggests, “You want to feel like you’re in charge of your schedule rather than at the mercy of it” (Vanderkam, 2022). You can make this happen with purposeful planning.
The Power of Color Coding
Color is a powerful visual tool for designating categories and creating mental cues. Color-coding your calendar boosts efficiency by allowing you to quickly scan for certain types of events. Much has been written about the effect that colors have on our psyche. I am living proof that green creates a sense of peace and balance and red activates my energy. You can assign colors based on any grouping that supports your productivity and wellbeing. (Elliot & Maier 2014).
Common approaches include color-coding by:
- Type of event/activity (calls, meetings, focus work)
- People or groups (client, team, personal/family)
- Location/mode (office, home, travel)
- Energy and/or participation level needed (high, medium, low)
Color also adds a layer of meaning that enhances your ability to absorb information. Studies demonstrate improved retention and recall with the strategic use of color. Leverage this to remember key details. For example, mark preparation needed in orange or “must do” events in red. Get creative with a system that works for you!
Prioritize Wellbeing
Your calendar reflects your priorities. Is wellbeing prominently represented? Be intentional about scheduling activities that nourish body, mind, and spirit. This non-negotiable time will get pushed aside if not blocked off. Protect it by putting self-care appointments on the calendar first. January is the perfect time to look forward and plan for your wellbeing.
Wellbeing practices encompass energy management, healthy routines, relationships, and personal growth. Consider regular calendar time for:
- Exercise and movement
- Meditation, mindfulness, prayer
- Meals, hydration, sleep
- Time with loved ones
- Hobbies and creative outlets
- Learning and development
- Medical care, therapy
- Reflection and planning
When aspects of wellbeing get crowded out, stress, exhaustion, and disengagement result. Make space for all that fuels your ability to thrive.
Get Granular
The timeframes you allot impact how you spend time. Block focus work in 90-120 minute periods aligned with peak mental energy. Set meetings and calls for 25 or 50 minutes, or force a 15 minute buffer between all meetings (some calendars offer setting to do this automatically for you!) Your brain needs breaks. Build in buffer time to transition between events.
Log preparation, evening routines and weekly planning. This level of detail leads to follow through. Reflect on what works and make adjustments. Strive for continual improvement of your calendar system. With intention and practice, you can take control of your schedule and own how you spend your time. We each have 1440 minutes each day to arrange beautifully in a mosaic of color that serves us well. Reclaim your calendar and thrive!
References:
Vanderkam, Laura. (2022). I Know How She Does It: How Successful Women Make the Most of Their Time. Portfolio/Penguin.
Elliot and Maier. (2014). Color Psychology: Effects of Perceiving Color on Psychological Functioning in Humans. Annual Review of Psychology. Vol. 65:95-120, January 2014.
