owning your calendar🍵 design tea #26

different levels of calendar management

Eeepp!

For the longest time, I looked at calendars at something you need to do for work. Joy-killing monotonous overwhelming machines.

But then over time, I kind of picked up the art of calendaring.

Getting better at art of calendaring means getting better at making time for things you love. Making time to do nothing, because all the stuff you need to do is already on your calendar.

Some levels of this art.

Beginner Level: Use a calendar

Majority of us have a work calendar we use very efficiently…

…but our personal calendars often take a back seat. We tend to retrofit personal events on the work one. I have been guilty of having “water plants” every tuesday on my work calendar for months.😂

We also have a note taking app, a Whatsapp chat with just ourselves, and maybe even a habit app or a to-do list app.

Do we really need 10 interconnected productivity apps?

If you think about it like Julian said - notes are just emails to your future self. Emails are just tasks. And tasks are just calendar events.

Start with one work calendar - the one that comes with your work email box. And then one personal one.

Your brain is meant for processing, not for storing. Hence get yourself in a habit of putting stuff on your calendar. Form an operating principle. If it’s on your calendar, it will be done.

Intermediate Level: Use your calendar to get sh$t done.

Actually no. It should be more like if it’s on your calendar, it will be done considered if it’s worth your time.

Have all my plants been watered religiously every Tuesday? My pothos plant is screaming no from the background.😂

Your calendar should serve you. It should not be reflection of other people’s priorities and to-do lists.

First, know your priorities and your best focus hours.

If it’s to start writing and your brain works best in the morning, put a 30 mins block on your calendar twice a week. If you would really like to meet up a friend, or call your grandparents, put that time on calendar too. Same for work stuff. Put focus blocks for the projects that needs your attention.

I have reminders and blocks on my calendar to get this newsletter out every Tuesday. I have focus slots and lunch hour on my work calendar.

Second, start triaging your existing meetings.

What do you need to move to honour your priorities? What can use more of you? What seems too ambitious and is likely to not be done? What can be delayed or delegated? Sorry plants.

I often request folks to move meetings to make time for my focus hours. I turn down meeting a friend if I really need time to write.

The sooner your calendar reflects you and safeguards your wellbeing, the better off you are.

Advanced Level : Make your calendar work for you.

• I love using Shreyas’s framework to divide tasks based on impact. Segregate tasks that give you 10x impact, and 5x or 1x impact. Put down focus hours to get them done. Having a lunch walk or calling your parents is always 10x impact.

• Match tasks to your energy levels. If you function better on mornings, suggest to move your team standups or 1 on 1s late in afternoon. I usually am very chatty and present after 2 PM, so I try to put all my “talking” meetings around that.

• Have a daily highlight task - task that is top priority and needs to be done that day. No excuses. It can be a thing you are running from, or something that will move your career forward.

• Get in a habit of arranging your calendar for next day after a work day, and doing a major overhaul every friday for the coming week.

• Have a shared calendar with your partner/ house mate to get all the life admin in place. Although every time I go out, he asks me where I am going. Even when it’s been on the calendar for weeks and I have told him 3 times over dinner lol.

I should really water my plants after I send this out.🌿

My favorites this week

Since it’s start of month, I thought I will share my monthly reflection practice I have been doing since 2020.

You can jot down on paper or a note on your phone. Or even just take a minute in your head. I am sure you can expand it to 10 or 50 questions, but these have worked really well for me.

• What are some memories I cherished from this month? I usually scan through my phone gallery and save a few favorites.

• What are some things I have been doing well? A nice moment to acknowledge and validate the work I have been putting in. It’s my personal award ceremony.

• What are some things/people/energy that held me back? Be honest.

• What are some things/energy I wanna take forward with me? Kind of like my personal mantra. Kind of like reaffirming my power in myself.

Don’t overcomplicate it. Keep it real, keep it just for yourself.🤍

Talk next week, Chhavi x

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