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Choosing the right calendar for you

From: Time Management Fundamentals

Video: Choosing the right calendar for you

I imagine it's not a big surprise when I say to you that your calendar is the most important tool when it comes to time management in your organization. However, this video shows you how to view your calendar from a unique perspective. Think of your calendar as your time budget. What does that mean? It means that you have a weekly limit of 168 hours. That's your time budget. When you schedule things into your calendar, think of it in the same way that you would think about taking money out of a bank account.

Choosing the right calendar for you

I imagine it's not a big surprise when I say to you that your calendar is the most important tool when it comes to time management in your organization. However, this video shows you how to view your calendar from a unique perspective. Think of your calendar as your time budget. What does that mean? It means that you have a weekly limit of 168 hours. That's your time budget. When you schedule things into your calendar, think of it in the same way that you would think about taking money out of a bank account.

You should live within your budget and never overdraw. If you overdraw, you'll go into time debt and you'll end up paying interest on time. Interest on time means things take longer due to switching cost, you will make more mistakes, and you'll increase your stress levels. Because the calendar is so critical to helping you live within your time budget, I want to take a moment and discuss the options that you have for your calendar. When it comes to using your calendar, there are two main options: paper or digital.

You can use either paper or digital, but each has its advantages and disadvantages. First, the classic paper planner. Paper planners are great because they're affordable, they're very fast to access, they don't really require any training to use, and it's easy to keep in one place along with your gathering points, like your portable inbox and your notepad. However, there are some big disadvantages with paper planners. First, it has limitations when it comes to recurring appointments.

Let's say every Tuesday at 3 o'clock you have an appointment with your coworker. Putting that into a paper planner is very difficult. You'll have to recopy that appointment every single week. Paper planners can also be pretty bulky because you're carrying around many weeks at a time. Finally, setting a reminder times for tasks can be a bit slow, and these reminders won't be automatic, meaning if you forget to look at your task list, you may forget to do your tasks.

However, if you do choose to use a paper planner, get a weekly view planner that shows the hours of each day. Avoid planners that don't show the hours of each day. The reason is because if a planner doesn't show the hours, it ceases to become an effective time budgeter, because you really don't have any idea how much time you have left. The second option is the digital calendar. You have multiple options for digital calendars, ranging from your computer to your smartphone to a PDA. Whichever option you choose for digital calendar can work provided you're able to access it at any time, no matter where you are.

That means if you have a calendar on your computer, such as Microsoft Outlook, you need to make sure that it syncs with a smartphone, so that you can carry your calendar with you wherever you go. If you have a calendar on the Internet, such as Google Calendar, you need to make sure that you have a phone that syncs with that calendar and allows for on-demand access. For a digital calendar, please follow this rule of thumb. Use a phone that's based on the same software as your calendar.

I call this the rule of lost in translation. If you do business with someone who speaks a language other than yourself, you need to use a translator. Can you do business with them? Yes, but going through a translator increases the likelihood of mistakes and confusion and slows the process down. It's the same thing when you try to use a phone that doesn't match the software of your calendar. Take a moment right now and decide and commit to which calendar option that you're going to use for your time budget.

This decision is very important for everything that we do in the training going forward.

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This video is part of

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Time Management Fundamentals

52 video lessons · 62192 viewers

Dave Crenshaw
Author

 
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  1. 3m 31s
    1. Welcome
      51s
    2. Getting the most from this course
      2m 4s
    3. Using the handouts and exercise files
      36s
  2. 3m 35s
    1. Making a lasting change
      1m 44s
    2. Finding your personal motivation
      1m 51s
  3. 6m 16s
    1. Addressing the myth of multitasking
      3m 12s
    2. Understanding the consequences of multitasking
      3m 4s
  4. 7m 48s
    1. Understanding principle 1: Space
      2m 46s
    2. Understanding principle 2: Mind
      1m 47s
    3. Understanding principle 3: Time
      3m 15s
  5. 26m 17s
    1. Taking inventory of your gathering points
      2m 37s
    2. Narrowing your gathering points
      3m 46s
    3. Setting up an inbox gathering point
      2m 23s
    4. Working with a portable inbox
      2m 49s
    5. Getting the most from a notepad
      2m 35s
    6. Consolidating multiple email accounts
      2m 34s
    7. Consolidating multiple voicemail accounts
      2m 56s
    8. Establishing a wild card gathering point
      2m 47s
    9. Separating work and personal gathering points
      2m 21s
    10. Taking the next step toward controlling your space
      1m 29s
  6. 11m 24s
    1. Selecting your mind clearing options
      5m 13s
    2. Clearing your mind using mental triggers
      3m 23s
    3. Setting a mind-clearing schedule
      1m 54s
    4. Taking the next step toward keeping your mind clear
      54s
  7. 14m 2s
    1. Choosing the right calendar for you
      4m 4s
    2. Using your calendar effectively
      3m 55s
    3. Saying no to others
      3m 5s
    4. Saying no to yourself
      2m 58s
  8. 4m 21s
    1. Preparing for action
      4m 21s
  9. 14m 12s
    1. Preparing to gather
      2m 40s
    2. Gathering to your inbox: At your desk
      6m 30s
    3. Gathering to your inbox: Elsewhere
      3m 49s
    4. Dealing with full inboxes
      1m 13s
  10. 31m 2s
    1. Mastering the "what, when, where" processing system
      3m 11s
    2. Processing question 1: What is the next step?
      3m 22s
    3. Processing question 2: When will it be done?
      4m 33s
    4. Processing question 3: Where is its home?
      3m 49s
    5. Filing made simple
      4m 4s
    6. Processing your first inbox
      7m 27s
    7. Setting your processing schedule
      4m 36s
  11. 18m 31s
    1. Applying "what, when, where" processing to email
      1m 53s
    2. Setting up an email resource folder
      2m 58s
    3. Creating email rules or filters
      4m 14s
    4. Processing email
      5m 8s
    5. Processing email vs. checking email
      4m 18s
  12. 18m 1s
    1. Understanding "you time" vs. "work time"
      4m 9s
    2. Establishing "most valuable activities"
      2m 44s
    3. Identifying your most valuable activities
      3m 39s
    4. Budgeting time for your most valuable activities
      4m 11s
    5. Using your time budgeter
      3m 18s
  13. 1m 38s
    1. Maintaining your productivity gains
      1m 38s
  14. 3m 0s
    1. Dave Crenshaw on getting himself organized
      3m 0s

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