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7 Tips to Declutter Your Calendar-and Keep It That Way
Take Stock and Track Your Time
You can’t really clean up your schedule if you don’t know what’s in it—and that includes all the things on your literal and official calendar and all the things that aren’t.
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Purge Recurring Meetings and Tasks
Once you know what’s on your calendar, ask yourself: “What is the purpose of each thing on here? Are we accomplishing that or does something need to change?”
Question each task. Start with recurring meetings, which can very easily build up and take over your calendar.
Sort Things By Importance and Urgency
... and put them in one of four quadrants:
- Quadrant I: Important, Urgent (crises, last-minute meetings for important deadlines)
- Quadrant II: Important, Not Urgent (strategic planning, long-term goal setting)
- Quadrant III: Not Important, Urgent (certain emails, phone calls, meetings, and events)
- Quadrant IV: Not Important, Not Urgent (scrolling mindlessly through social media, binge-watching TV you don’t really care about).
Minimize or Outsource
Is there a task at work that you could delegate or outsource? Delegate or partner up with someone to ease your job.
If you can’t pass off certain tasks to others wholesale, try to minimize the time and effort they require.
Create Blocks
Part of cleaning up your schedule is finding strategies to prevent it from getting cluttered again.
Block chunks of time on your calendar when you won’t be available to answer emails or phone calls or to attend meetings. This will prevent other things from accumulating and occupying the time you need.
Don’t Forget Downtime
Time management is also about making room for the non-work things you love and those that allow you to recharge.
Think about what recharges your batteries: It might be nature, exercise, friends, art, baking, or anything else you enjoy. And make time for it.
Pretend Future You Is Present You
We tend to overestimate our time and energy in the future and so we fill our calendars with tasks we think we'll be able to complete.
When you’re thinking about something in the future, ask yourself if you’d do it tomorrow. You know how much energy you have now and presume it’ll be pretty similar tomorrow. That allows you to be a little more judicious.
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Plan important moments monthly
When preparing your schedule on a monthly basis, make sure to add not only the daily tasks and objectives, but also the big moments.
For instance, integrating your friends' birthdays can prove both useful and time saving for the future.
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The Planning Fallacy
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The 4 Kinds of Priorities
The Decision Matrix on how to approach tasks has 4 quadrants:
- Quadrant 1: The Urgent Problems which are important.
- Quadrant 2: Not Urgent but important tasks
- Quadrant 3: Urgent but not really important
- Quadrant 4: Distractions and time-wasting tasks.
Prioritize the important (Quadrant 2) to attain maximum benefit from your work.
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Scheduling styles
- The Overscheduler: Their days are determined from the moment they wake up to their evening routine.
Scheduling your day
A good daily schedule is a blueprint for a successful life.
Knowing what we’re doing and when empowers us with a sense of purpose, meaning, and focus.
Your most important work
The most successful people consistently get their most important work done first.
Build recurring time for your most important work in the morning, before you start anything else. Your energy levels are naturally higher in the morning, but completing a meaningful task first thing has also a domino effect that pushes you through the day.
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