You, Your Time, and Your Calendar

How to block out time to be your most productive!

One of my mentors told me once that time is the only resource you can’t get back.

And I never forgot this, because it’s true and quite humbling when you take time to think about it.

How many times have you caught yourself at work doing dilly dally work or focused on the part of a project that wasn’t really the important part you should have been focused on? We’re all guilty of this at some point in time…

But did you know there are just a few strategies you can implement throughout your week to naturally keep you focused on what’s important?

Below are 4 tips and tricks for making your time and your calendar work for you, not against you.

1. Blocking out time

First things first. The most successful people block out specific time for work, but more specifically for certain parts of their day. For example, blocking out a 30 minute window to check your email. The key here? That’s the ONLY time you check your email. This type of time blocking helps you to be proactive, rather than reactive.

Expert tip: Shut off all notifications. Terrifying I know, but I’ve had notifications shut off on my phone and laptop for over a year now and neither the world nor my business has fallen apart. In fact, it’s helped!

When I’m focused on outreach or content, no stray texts, calls, or emails are pulling my attention away. Which means I’m 100% dedicated and focused to the task at hand.

Imagine how much faster you’d be at work tasks and projects if you had nothing and no one pulling at you for attention?

2. Identifying your strengths by time of day

Some of us are morning people and some of us are…not. My fiance for example, thrives in the early morning, but has trouble being at her optimum after about 3pm. Me? I can get stuff done in the morning, but I’m just hitting my stride by the afternoon!

Take a few minutes to think over your day. When are you most productive? Right when you sit down at your desk? After lunch? Maybe in the evenings when everyone else is away..

Whichever you are, use this knowledge to schedule out your time blocks. If you’re not a morning person, then maybe consider not having your analytical and strategic meetings first thing in the day.

3. Setting certain days for certain meetings

Next, it’s really important to think over how your ideal week would be set up. If you currently dread Monday’s because your team immediately swarms you with questions, ideas, and problems, then maybe it’s best to set a standing meeting on Tuesday so they know to not bother you on Monday.

Do this exercise for each day of the week. Low on energy by Friday? Then schedule your big meetings and sales pitches for earlier in the week and save Friday as your quieter admin day.

4. Setting work hours that work for you

Lastly, take a look at your whole week in general and overlay it with your ideal personal schedule. If your goal as a parent or spouse is to be home for dinner by 5pm each night, then you probably need to be wrapping up your day by 4. Committed to getting to the gym every morning? Perhaps consider setting your first meetings for 8 or 9, so you have your mornings available for that workout.

Set hours that work for your personal and professional goals. If you work internationally, take the time zone of your clients into consideration and so on and so forth.

Run your life, don’t let your life run you

Use these tools to help you stay in control of your calendar. An organized calendar will lead to an organized life and an organized life gives you the freedom to choose what you prioritize and when you get to do it.

Hope this was helpful!

Remember, You’re just one collab away!

Best,

Kaid Collins aka ‘The Hope Man’
Host of HOPE.dev