Action: Improve Calendar Management in Two Doable Steps

This series of blog posts focuses on the Action component of the Together Evolving model. To achieve lasting results, take one intentional step forward at a time.

The struggle to optimally manage your calendar is ongoing.  The sheer number of meetings in a week may lead to overwhelm and feelings of depletion.  Creating a regular practice for calendar management is an actionable way to create the long-term solution you seek. 

If you allow it, other people will own your calendar.  This is not intentional, it is a result of the needs of each person with whom you work.  It is up to you to decide the most critical ways to spend your time in a given week.  You may not have control to manage 100 percent of your calendar, yet you likely have more options than you realize.  Follow the steps to retain as much of your calendar ownership as possible.

FIRST: Schedule 30 minutes on Sunday or Monday to review the upcoming workweek.

Look at each day carefully and think through the flow your calendar creates.  Consider each scheduled event and ask:

How does my calendar support my priorities this week?

You know the most critical things that need to get done in the coming week.  Build in at least enough time to do them.  Bonus points for adding extra time you'll likely need to do them with excellence.

What red flags do I see while I review each day? 

If you already find yourself feeling anxious about the number of meetings you have on Thursday, take that as a signal to change it up.

Can I make changes now to give myself more time in the future?

Brainstorm options and work to move meetings of your calendar to focus on your priorities. Who else might be able to attend for you? When it makes sense, delegate meeting attendance to direct reports and give them opportunities to learn and grow.

NEXT: Schedule 30 minutes on Friday afternoon or Saturday morning to reflect on the previous week.

Closing the week is as valuable as opening the week.  The reflection time will give you valuable insights and set you up for a better week next week, over and over again. Note the following:

On a scale of 1 to 5 (1 = poor, 5 = excellent), how did I manage my calendar last week?

Having this data over time will help you determine calendar management trends. Look for more 4s and 5s as you do this regularly.

In what ways did my calendar management lead to successes this week?

Note the highlights of the week and tie them back to calendar management. Repeat these behaviors you link to your successes.

What might I do differently next week to better manage outcomes?

Your calendar management mistakes prompt change. These learns modify behaviors that do not serve you, and ideally, produce better results.

Time is a finite resource. Your calendar is a primary way to decide how you spend it.  Take action by opening and closing each week.

Katie Stone is the founder of Together Evolving.  Email Katie at katie.stone@togetherevolving.com to learn more about the transformational impact coaching can have on you and your leadership.