Best tips for scheduling your calendar like a PRO
Keeping your calendar organized is an art form—and almost a job—in itself. It needs ongoing maintenance and care. Otherwise, you can find yourself overloaded with unimportant work and unable to concentrate on projects and activities that are actually important.
Do you ever feel as though the day is not long enough? Do deadlines sneak up on you constantly? Do you have a history of making duplicate appointments?
Keeping your calendar organized is an art form—and almost a job—in itself. It needs ongoing maintenance and care. Otherwise, you can find yourself overloaded with unimportant work and unable to concentrate on projects and activities that are actually important.
All of us have experienced this at some point. It's time to start learning better time and calendar management techniques rather than carrying on living this way. The best method to accomplish this feat is to become proficient with these 7 calendar management and scheduling skills:
Table of Contents:
#1 Book “no meeting” time blocks
Set aside time when you can work uninterrupted rather than multitask. David Sanbonmatsu, a psychology professor at the University of Utah, claims that when people multitask, often they do multiple things badly. Book “meeting”, “no meeting” and other blocs ahead of time and work more efficiently.
#2 Sync your calendar to your mobile
Everyone has experienced this: When a meeting runs late and you're not on your computer, you forget the time or location of your next meeting, and you arrive stumbling in with a flurry of apologies five minutes after it starts. To keep track of all your meetings, sync your calendar with your mobile device. SyncGene can make it super easy, whether it’s Google Calendar, Outlook, or Office 365.
#3 Set up reminders
When you’re scheduling an appointment with a client — don’t forget to set up reminders. Most online calendars will automatically do this for you. Set up reminders the day before, an hour before, and even 15 minutes before an event. This will prevent losing track of time, prepare materials in time and not be late for the meeting.
#4 Don’t use a one-size-fits-all meeting length
It can be tempting to schedule meetings that last 30 or 60 minutes when scheduling them. However, there are benefits to planning more precisely. Consider setting the meeting for 15 minutes instead of the typical 30 if you know you can discuss everything in that time. The additional 15 minutes may be used to catch up on emails, prepare meeting notes, or even get a quick snack. After all, time is money.
#5 Sync all your calendars
Some people like to keep separate calendars — such as one for work and one for personal use. But it’s a double-edged sword. For instance, you might accidentally plan an afternoon meeting at work when you have a doctor's appointment or need to pick up the kids from school.
Making a master calendar will make scheduling easier, let you be more organized, and reduce the number of reschedules because you won't need to make any. SyncGene provides sync solutions for all devices and services, so that you can keep an eye on your meeting anywhere.
#6 Add time zones
As we’re living in such a connected world, many companies have international employees that are not available at the same time of the day as others. So here’s a tip - add different time zones to your calendar platform. This is particularly useful working with colleagues and clients across the world—12:00 PM their time could be 3:00 your time.
You may also choose which calendar time zone you want to change, such as a work calendar or a family calendar, in cases when you are traveling abroad for business and your family is back home.
#7 Create recurring events
Finally, one of the best tips for calendar management - if there is anything that repeats, either daily, weekly, or monthly, then create recurring events. Most digital calendars give you this option whenever creating a new event.
Use these tips with SyncGene
These are just a few tips on how to schedule events and organize your calendars better. Try using them using SyncGene to become a calendar pro. Discover more ways how to work efficiently.
SyncGene ensures that your Calendars, Events and Reminders are interconnected across platforms without any duplicates. Connect Google Workspace, Outlook, Office 365, iCloud and Microsoft Exchange into one Master Calendar.
With automatic synchronization, you’ll never need to worry about manually entering details across different accounts. Your information will always be updated and you’ll be able to see the latest changes instantly.
Check out SyncGene now to keep your Calendars connected in an instant!
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