Turn Your Calendar into Your Personal Assistant
Feel like having an extra set of hands around would change the world? Envy the people who can afford a personal assistant and wish you did too? Keep reading, and I’ll share how I turned my calendar into my personal assistant to stay on top of my busy schedule.
If you’re like me, you’ve probably wished for another you—a copy that could help with extra chores, remembering to pick up the dry cleaning or noting that you're out of milk to add to the next grocery run. I realized that so much of my energy and angst came from all the thinking, remembering, and then the guilt from forgetting. I found a solution that helped me reclaim some of my mental capacity, reduce my guilt of forgetting, and empowered me to embrace the unexpected with minimal anxiety. This has worked for me for years—close to a decade, in fact—and it involves leveraging my calendar as my personal assistant. Here’s how you can transform your calendar into your personal assistant, too.
#1 Choosing the right calendar app
Choosing the right calendar app is crucial. I’m all for convenience and simplicity. I believe in doing what’s best for me, and I encourage you to do the same. Even if something works well for someone else, their lifestyle and situation are likely different, and so are their preferences. The calendars I’ve used have changed as my needs and life situations changed. Here are some key questions to consider:
Is what I’m using currently working for me?
Do I prefer digital, paper, or both?
Do I want something simple, or all the bells and whistles?
Does the aesthetic of the calendar matter to me?
Do I care if it has some scribbles on it, or would I prefer it clean and pristine?
How do I best view information—colors, numbers, tactile feel, or visually?
Based on these, you can determine what works best for you.
#2 Choosing the right capture and dumping tool
A calendar is great for organizing information, but not so much for capturing information that still needs to be organized. That’s where a capture tool comes in handy. Think of it as a master list of all activities and tasks you’ve committed to or thought about but haven’t done yet or scheduled.
Consider these when selecting a capture tool:
Is it easily accessible?
Will I remember where it is, or how can I make it easier to remember?
Can you use a mobile assistant like Siri, Alexa, or Google Assistant to help you remember?
Eventually, you will want to transfer items from your capture tool to your calendar. Some prefer a more manual process, others a bit more integration. I prefer digital capture tools with automatic notifications because I’d literally forget to feed my dog otherwise.
#3 Adding It All to Your Calendar in a Way That Suits You
Earlier, I mentioned transferring items from your capture tool to your calendar. Here are a few ways:
Copy and paste or drag and drop.
Use integrated tools like Google Calendar and Google Tasks.
If you’re using non-integrated tools like paper and pen or separate apps, turn items into calendar events. It’s important to put a date and time to them, giving those tasks a deadline. Some people like to block out time for tasks rather than list tasks within the calendar. Whatever you prefer, make sure the block of time is clearly marked on your calendar.
Take it to the next level with color coding or tagging. For those who work well with visual cues, color-coding can help quickly identify what kind of day you’re going to have—be it business, job, fitness, personal development, or family. Apps with tagging features can create automatic to-do lists based on categorized tasks.
#4 Reviewing, adjusting, and repeating
This factor is vital. Review, adjust, and repeat your system. There are moments when you may get frustrated and want to stop using the system. When you feel anxious or forgetful, it’s often a sign you’ve not dedicated time to update or review your system. Regular reflection and planning are crucial. Dedicate time to ask yourself why the system isn’t working and make the necessary adjustments.
For me, planning and reflecting happen regularly, whether in the same timeframe or broken up based on my mental space or energy. Ensure your calendar has a recurring event for planning and review.
By turning your calendar into your personal assistant, you can reduce anxiety, reclaim mental capacity, and stay on top of your busy schedule. Start making your calendar work for you today, and look out for the next post where I’ll share how to get on top of next year’s holiday season this year. You’ve got this!