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How to manage a calendar

How to manage a calendar

With the help of calendar management tools, businesses and individuals can refrain from constantly shuffling between tasks without clarity on how to get through the day. This streamlines the workflow and saves you tens of hours each month.

Life is full of uncertainties. You think everything’s going smoothly, then something unexpected pops up, leaving you unprepared. Organizing your day and dealing with tasks based on your priorities helps you stay ahead of the game. That’s where calendar management can save the day. Managing your calendar doesn’t solely revolve around scheduling appointments and trying to stay punctual. It’s akin to an art form that requires skills and constant maintenance to ensure a streamlined workflow. 

With the help of calendar management tools, businesses and individuals can refrain from constantly shuffling between tasks without clarity on how to get through the day. This streamlines the workflow and saves you tens of hours each month. Keeping this in mind, let’s shed some light on a few ways to effectively manage calendars and make the most out of your schedule.   

9 Ways To Effectively Manage Your Calendar 

1. Leveraging the ‘Eisenhower Matrix 


Knowing what to prioritize is crucial if you wish to leverage calendar management tools. You can do so by going through your weekly tasks and ranking them based on their importance and urgency. Let’s understand this better with the ‘Eisenhower Matrix. 

The Eisenhower Matrix is preferred by management experts seeking to curate a priority management calendar. Its effective utilization can enhance overall workplace productivity. This matrix incorporates the following four segments: 

  • Critical and immediate: This consists of essential tasks that must be executed within a specific deadline. 
  • Critical but not immediate: Important tasks with flexible deadlines fall into this quadrant. 
  • Immediate but not critical: Unimportant tasks that must be completed within an urgent deadline. These are usually outsourced or assigned to in-house experts.  
  • Uncategorized: Tasks that are neither important nor required immediately are part of this quadrant. Such tasks should be omitted from your schedule. 

2. Set gaps for transitions

Effective calendar management involves setting gaps for transitions rather than blindly chasing the next task. Gaps give your brain the time to relax. They open up space for context switching when you jump from one task to another. Otherwise, the blind chase for productivity will only exhaust you without leaving any sense of accomplishment. 

Place gaps in your schedule to refuel your energy and mentally prepare yourself for the next task. Gaps are especially beneficial if you encounter unexpected commitments. Having some free time on your hands is best to deal with them. 

3. Task batching

As the term suggests, batching tasks involves grouping identical tasks and working on them together to preserve resources, time, and energy. By clubbing similar jobs together, your focus is more centered. You can accomplish a task in one go rather than working on it haphazardly. 

This leaves you sufficient time to focus on other aspects of your business and accomplish more work throughout the day. A few advantages of task batching include enhanced focus, fewer distractions, and lesser stress. 

4. Set time aside for planning your calendar 

People are unlikely to start planning something out of the blue. We always think in advance and take time from our schedules to plan accordingly. It’s essential to spare some time to go through the details of your schedule to ensure you haven’t missed out on anything important. Making this a regular practice allows you to keep your calendars more organized and up-to-date. 

  • Plan your next day before wrapping up for the evening.
  • Use the weekends to plan your week.
  • Set aside time at the beginning of each month to review how the previous month went and make plans for the upcoming month.

5. Design a color coding system 


Our brains tend to operate better when we place things under labels and color-coordinate them. This enables us to visualize our tasks easily and differentiate them from one another based on priority, urgency, and other aspects. With the proper color coordination, you can capture a clear picture of your schedules from a single glimpse, and so can your teammates. 

For example, meetings with your prospects can be color-coded in green, and meetings with your in-house teams can be highlighted in yellow. You can also use labels and folders to organize your calendar and make it more visually appealing. 

6. Integrate your calendar with other work management applications

Did you know it’s possible to integrate digital calendars with chat applications and other content management systems? Loopin enables you to do so with its calendar management platform. You can make notes directly on the calendar and share them with your team via email, Slack, or Notion. You can also send meeting invites and reminders directly to your teammates. This removes ambiguity regarding meeting slots, saves time preparing meeting agendas separately, and ensures effective calendar management.   


7. Set constant reminders 

Setting reminders ten-to-fifteen minutes before your meeting can help lower anxiety and stress by providing sufficient preparation time. You’ll have enough time to pen down important pointers you’d want to discuss during the meeting and not forget anything important. 

For example, you can set a reminder to note down what advertisement strategies you’d want to discuss with the marketing team in the meeting scheduled in the following hour. 

8. Add relevant time zones

Nowadays, it’s common for businesses to have a global workforce. Managers need to schedule online meetings across time zones. Thus, adding relevant time zones to your calendar is vital. This way, everyone can attend the meeting at a convenient time rather than having to adjust at an unlikely hour. 

Bonus: Get help from technology

As many tools in the market will help you with calendar management, it all comes down to which calendar application you rely on for setting and managing your daily schedules. For instance, Loopin is a workspace collaboration software to help teams and individuals manage daily tasks and meetings. Its optimized calendar software is ideal for ambitious professionals seeking to leverage a modern calendar to manage their workday efficiently. 

With Loopin, teams can automate status checks and recap former meeting notes to stay updated. You can batch tasks, color-code them according to priority, and prepare a time-bound schedule based on your plan for the day. 

Bottom Line 

Even though modern calendars give us more control over our time and work life, it’s up to us to familiarize ourselves with the unique features of these calendars and leverage them to our benefit. Taking this into consideration, here are some other ways you can effectively manage your calendar: 

  • Try the Pomodoro technique. Work in short bursts of 20 minutes, followed by 5-minute breaks.
  • Block your calendar according to the tasks you’ve planned for the day.
  • Combine your to-do list with a calendar to get the most out of your workday.

What other calendar management techniques do you swear by? Tweet about them and tag us @LoopinHQ so we can learn them too!