HOW TO MANAGE YOUR CAL LIKE A BOSS
I was recently asked by someone, “how do you manage your meetings and still get all of your work done?” Honestly, I get this question asked a lot. Time management is tricky and it takes skill to become better. The reason I became better is because I have a system that works. Whether you are managing your work or personal schedule, here are my 10 tips for managing your calendar like a boss (or someone who has really great time management).
Focus on what you can control.
It’s all about you…..
#1 FIND A CALENDAR/SCHEDULING TOOL THAT WORKS
I keep separate personal and work Google Calendars that sync to my iPhone’s calendar. This allows me to check all of my calendar’s schedules in one place. Whether it’s Google Calendar, iCal, or pen and paper, find the tool that works best for you. Not sure what’s best for you? Out of all the options, consider which tool you will use consistently.
#2 SCHEDULE MEETINGS WITH YOURSELF
I used to only put meetings on my calendar that were with other people. Rookie move. Now, I make meetings with myself to ensure that I get work done. This may look like scheduling a block of time to check email, make follow up calls, organize files, or create presentations and documents. When you do this, your calendar will start to be a more accurate representation of the work you are doing and your availability.
Work example: I schedule a 15-minute block on my calendar to send event reminders to people in my organization.
Personal example: I schedule a 15-minute block on my calendar to contact doctors’ offices to schedule annual appointments.
#3 BE SPECIFIC
When scheduling meetings with yourself, you need to be specific. Blocking off 2-hours of your schedule for “prep time” is vague. Instead, specify what type of prep work you will be doing during that block of time. This could be creating presentations, sending follow up emails, updating spreadsheets, organizing files, etc.
Work example: Schedule a 1-hour block of time that states “draft pages 1-3 of annual report.”
Personal example: Schedule a 1-hour block of time that states “bake cookies for annual bake sale.”
#4 HONOR YOUR LUNCH BREAK
Wherever you work, you are entitled to a break whether that is 1-hour or 15-minutes. If you are not at work, you still deserve a lunch/nutrition break. Try your best not to (or let others) schedule meetings over your lunch break. If you have to meet over lunch, create another meeting on your calendar that allows you to have a lunch/nutrition break at a different time. You deserve to nourish and hydrate yourself because that helps you stay well, focused, and all that good stuff for your work day. Let me tell you…as soon as you get the calendar invite for a lunch meeting, go ahead and reschedule your lunch break to a different time. Understood? Cool, let’s move on.
#5 BEGIN AND END THE MEETING WITHIN THE HOUR
Despite what people may tell you, meetings do not have to begin on the hour or the half-hour. In fact, meetings that begin on the hour or at the half hour mark are not always the best approach for gathering people for meetings. If you have control of the meeting time, or at least a say, consider meeting a few minutes after the hour. For example, begin your morning meeting at 9:05 instead of 9:00 AM. This allows people to sit down and get settled before jumping into the meeting. It will also provide some grace to those who may arrive a few minutes late. You can also end your meeting at 0:45 or 0:50 to provide a break before the next meeting or task.
Work example: Schedule a team huddle to begin at 9:05 AM
Personal example: Schedule your walking group to meet at 11:10 AM
#6 LOOSEN YOUR GRIP ON 1-HOUR MEETINGS
The 1-hour meeting time block has some organizations in a chokehold. Ask yourself, do you really need to meet for 1-hour? More than likely, the answer is “no.” If you do meet for 1-hour or longer, you are probably giving too much time. Meetings that are 15, 20, 25, 30, 35, 45, and 50 minutes are just as productive. By scheduling for less time, you allow people to take breaks (see #4), prep (see #7) and commute (see #8) to their next meeting. Instead, try scheduling 10-minute initial phone calls instead of 30-minute phone calls. Instead of a 1-hour team meeting, try 45-minute meeting instead.
Dr. B’s Rules of thumb:
If you are meeting with someone for the first time, opt for a 15-minute phone call instead of 30-minute meeting
If you are meeting with 1-person, schedule the meeting for 30 minutes or less.
If you are meeting with 2 or more people, schedule the meeting for 45 minutes or less.
Nervous about what your meeting attendees may think of this new arrangement? Do not stress, they will adjust. They will likely thank you for being considerate of their time and daily schedules.
#7 ADD IN SET-UP/CLEAN UP/DEBRIEF TIME
In a previous position, I coordinated a lot of events and needed a significant time to prepare and clean up. If you are responsible for helping with an event/meeting/program, then you need to block off that time. If you are responsible for cleaning up after an event/meeting/program, you need to block off that time. If you are debriefing an event, you need to block off that time. I think you get the point. Just in case…when arranging your calendar, allow some time to help with set-up, clean-up, and/or debriefing.
Work example: Block off 45-minutes before your work event to make sure the technology and room arrangement is set up properly.
Personal example: Block off 45-minutes to set up decorations for your loved one’s birthday party.
#8 ADD IN TRAVEL TIME
Sprinting from meeting to meeting is not cute. When you arrive late and/or leave early, I guarantee someone is judging you about your time management. I understand life happens and some things are out of your control. In this case, I am referring to what is in your control. So…give your body a break and add in 15-minute travel time to get to the meeting and 15-minute travel time to get to your next meeting. You may need more travel time depending on the distance so plan ahead and check your GPS app for travel time. If you are meeting virtually, allow yourself 5-10 minute break in between virtual meetings. Your eyes (and bladder) will thank you.
#9 DEFINE MEETING RULES FOR YOURSELF
I recognize this may come from a place of privilege. However, if you are able to do so, I recommend creating some rules for yourself around your schedule and routine. Here are some questions to ask yourself as you create rules for your own scheduling purposes:
Who should have access to my calendar? First, check to see if you can adjust your calendar settings. If so, define who can see details on your calendar and who has access to schedule meetings on your calendar. If you do not have the autonomy or authority to change these settings, I recommend having a candid conversation with your team about what scheduling norms would work best for you and your work.
Should I schedule same-day meetings? If your colleague wants to meet last minute, is this something you are willing to do? Dr. B’s Rule of Thumb: identify the role and the context. If it is your supervisor or someone higher in the organization, then yes. If it is information that will impact your job, then yes. If it is neither, think long and hard about the priority of this meeting.
How do I or my organization define a “work emergency”? You should know how your organization defines an emergency situation and how that relates to your role. This will allow you to decide if you should take that call after hours or on your personal time.
#10 BE REALISTIC
Last, but not least, you must be realistic with yourself. Many people work a 9-5 (or 8-hour day), so you must schedule items on your calendar that can be reasonably accomplished within those days. You do not do yourself any service by cramming your to-do list into one day. Being overzealous about scheduling should be a thing of the past, especially if you read through these tips. Think carefully about the time needed for meetings with yourself and others. As always, focus on what you can control.
Homework
Block off at least 45-minutes to review your current method for scheduling and apply the tips above. Let me know in the comments or send me a message to let me know how these tips worked out for you.
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Until next time,
Your favorite Chief Diversity Officer,
Dr. B.
