12 Steps for Organizing Your Calendar (Plus Importance)

By Indeed Editorial Team

Published July 22, 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Staying organized helps many people maintain a productive and fulfilling life, regardless of their chosen career. Keeping a calendar is a great tool to help you improve your organization and enjoy work-life balance. Understanding how to create a schedule and organize your calendar can help you maximize your time and increase your productivity. In this article, we explain the importance of organizing your calendar and provide 12 steps to guide you.

Why is organizing your calendar necessary?

Organizing your calendar helps you keep track of important events so that you don't miss deadlines. It also makes it easier to maintain a healthy work-life balance, ensuring you feel refreshed and satisfied in your personal and professional life. Effective organization of your calendar can also give you a sense of achievement as you track your progress and complete tasks on your calendar at the end of each day. This strategy can keep you motivated and inspired to achieve more.

Related: How to Be Organized at Work (With 9 Steps and Examples)

How to organize your calendar

Here are some steps you can take to organize your calendar:

1. Decide on a calendar type

When organizing your calendar, the first step is to decide on the type of calendar that best suits you. Some people prefer physical copies like daily planners and wall, desk, and card calendars, while others may opt for digital versions like web-based calendars and applications. When deciding on a calendar, ensure you choose one that best suits your personal and professional habits and lifestyle.

For instance, if you frequently work on your laptop, you may decide to use a calendar application that can send reminders. If you move around frequently, you may use a daily planner where you can mark important dates. You can decide to have a combination of a wall calendar and mobile calendar to help remember dates when at work while getting reminders from your mobile device.

2. Choose a system

After figuring out a calendar type, you may decide on a system based on your lifestyle and the events you wish to include in the calendar. For example, if you wish to maintain separate profiles, you can use different calendars for work and personal life. Alternatively, you may keep a single calendar for both.

You can use a single calendar to create different profiles, as some digital calendars allow you to use additional calendars which you can hide from the standard calendar. This option helps you keep track of your personal and work life in one application while still keeping your personal and work life separate. In addition, consider the method you want to use in filling in events and marking dates on your calendar. For example, if you have a lot of information to add to your calendar, you can use the colour-coding or critical system.

3. Plan before each day

One way to stay organized is to review your daily schedule the night before. Planning each day on your calendar in advance saves time and helps you start the day fresh with a clear perspective of what to do to accomplish your tasks. You can allocate a specific time each day where you plan for and schedule the next day on your calendar.

While you can make plans at any time of the day, scheduling the next day at night helps you factor in all the essential information you need for the next day. For instance, you already know what events you have at the end of a particular day and can plan how to manage your time based on the events lined up for the next day. You can create a high-level plan and list of all your tasks at the beginning of the week and fill in the details the night before the day they're due.

4. Adjust your hours

When creating the list of events for the following day, you may want to adjust your hours to accommodate your events. You may consider waking up earlier on days when you have several tasks or take more rest and free time on days when you don't have time. Creating a flexible calendar allows you to customize your schedule based on your events and make the best of your hours each day.

You can also consider creating schedules around specific peak periods. For instance, you can schedule intensive tasks in the mornings when you're sharp and well-rested and set lighter tasks for the day's end when you have the least energy. Again, if you work remotely or in a different time zone from other employees, you may want to reschedule your calendar to align with the company's time zone.

5. Prioritize your tasks or projects

It's a good idea to prioritize events on your calendar when you have several pending tasks. You can prioritize based on the weight of the task or pending deadlines. When prioritizing tasks in your calendar, you can also use colour codes. For instance, you can use red for the most urgent tasks, yellow for those with close deadlines, and green for tasks with a more relaxed due date. You can also use codes, symbols, or organizational systems to highlight tasks based on their level of importance. Prioritizing your tasks helps maximize efficiency and productivity by helping you focus on tasks that require immediate attention.

Read more: How to Prioritize Work Tasks

6. Block out your time

You can maximize productivity by blocking out specific times on your calendar. Blocking time helps you focus on a given task during a specific period as you apportion a specific amount of time for a task. It also helps you complete one event on your calendar before moving to the next task. You can use this technique for events with specified time frames, like meetings, or create a specific time frame for personal events.

First, estimate the time to complete a particular task based on experience, then allocate that time on the calendar. While allocating time for tasks is effective, ensure you make allowance for the extra time it may take to complete the task and switch to another one. For instance, if you require 20 minutes to review a document, you can allocate 25 minutes to review in your calendar for any unforeseen circumstances that may extend the allocated time. Scheduling helps you maintain discipline and use a reasonable amount of time for different tasks each day.

7. Include an unstructured timeline

Unstructured time refers to unallocated periods in your calendar that you create for uncertain events. For instance, you may have an unplanned meeting or task allocation during the day, which you can complete during your unstructured time. Creating unstructured time helps ensure your calendar isn't too rigid such that it stalls productivity. Alternatively, if you don't use the unstructured time for any unforeseen event, you can use it to work more on a planned task or as a resting period. Having unstructured time also helps declutter your schedule and account for impromptu schedule changes.

Read more: How to Send a Calendar Invite on Outlook (Tips and Examples)

8. Add relevant information to events

While it's advisable to schedule tasks and events, it's possible to forget the expected output for the event. You can use the description field in your calendar to provide additional details on the task. This information may be on the task's objectives, prerequisites, or how to complete them. Creating event notes can help save significant time as you can start on a task immediately instead of researching what to do during the time you allocated for the task.

9. Break down activities

When recording projects or assignments in your calendar, break them into smaller tasks. Creating smaller tasks provides a clearer perspective of the goals, how to achieve them, and the required time to complete the tasks. For instance, when working on a software design project, you may break it down into the planning stage, research stage, designing stage, testing stage, and completion. Breaking down projects into smaller tasks makes it easy to track progress. In addition, there are fewer chances of fatigue as you work on short tasks in short periods instead of working on a project for an extended period.

10. Clear the clutter

You can make the most of your calendar by reducing items and events and keeping it simple. Decluttering your calendar helps organize your calendar and identify critical tasks and events. You can declutter by removing less significant events or using two different calendars for different tasks. Alternatively, you can clear your calendar by removing tasks and projects after completing them or moving to future dates.

11. Learn when to say no

When creating events in your calendar, it's essential to stick to your schedule. Maintaining your schedule may sometimes require rejecting new projects, meetings, or tasks. Accepting these new tasks may override pending events on your schedule and negatively affect productivity. It's also advisable to refuse new tasks that may crowd your calendar even if you have some spare time. Maintaining a simple schedule with fewer tasks helps you produce quality work. Alternatively, you can schedule these new tasks or events for the future when you have time.

12. Share your calendar

Consider sharing your calendar with others to help you stay organized and on schedule. Sharing your digital calendar with colleagues and employers ensures they can assess your availability and create meetings or set tasks based on your schedule. Similarly, giving family and friends access to your schedule can help them find convenient times for you when planning events and gatherings.

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