A lot of people dread looking at their calendars because it causes too much stress. But what if you LOVED your calendar—and even felt a little giddy using it?
That’s the goal of today’s post, where I’m sharing three tips that have been game-changing for me. (And if you’re feeling overwhelmed right now, this is going to help….)
Idea #1: Use One MAIN Calendar that Only Holds Appointments and Deadlines
This can be paper or digital, but the idea is to have a clear, open, beautiful calendar that feels like an empty canvas.
When we clutter our calendars with routines, unnecessary information, or lots of stuff we want to do, it feels heavy. And then we often spend way too much time shifting calendar appointments around because something gets in the way.
Keeping your calendar super simple—with only appointments and deadlines—will serve you on good days because you’ll have so much energy that you will think, “Ahh! What an open, awesome day I have ahead of me. I think I will create a masterpiece!”
But it will also help you on those low days—because you’ll think, “It’s okay. I can cancel the few things I had planned and take care of myself instead.”
If you don’t have any low days, that’s awesome, but I do. And a LOT of people do. There are about three days a month when I feel like I am walking through mud. I get cranky with Eric, I can’t process information properly, and I feel like the world is on my shoulders. (Those are the days I streamline my calendar and invest in personal replenishment. It feels good to know we can take breaks, don’t you think?)
Idea #2: Create a Second “Layer” for Calendar Triggers
If you’re using a digital calendar, this is really easy to do. You simply add a new “calendar” and assign it a different name and color. If you’re using a paper calendar, you might want to write all of your main calendar tasks in one color–and then record this second layer in another color.
My green Google calendar is my “main” calendar, and then my purple calendar is my “trigger” calendar.
I use the trigger calendar to schedule things that are flexible and personal—like naps, Pilates, calling friends on the phone, playing the piano with our children, etc.
Those things don’t have to be done at the designated times, and they don’t involve anyone else, so if my day gets a little crazy, I just turn that calendar “off,” and I can see what needs my focus.
It’s obviously important to prioritize things like rest, exercise, social activities, and family time, but having these kinds of things separate from your key appointments and deadlines gives you one more way to ease the pressure if your day turns out differently than planned.
Idea #3: Create a Single Place to Record Date-Specific (But Time-Flexible) Tasks
As we work with thousands of people throughout the world, we notice that most people have some kind of a calendar to hold appointments, but very few people have a reliable place to record time-flexible tasks that need to be done that day.
This is incredibly important because, if you’re looking for mental clarity, your mind needs to trust that you will at least see the appropriate tasks on the appropriate days.
For example, let’s say I need to email someone next Monday to set up a meeting, I need to check our health insurance on Wednesday, and I need to get cash from the ATM on Friday.
If we put those tasks on the calendar at specific times, we may skip the appointments or waste time rescheduling them because we knew they were flexible.
If we put them on one to-do list (that is continually growing), we’ll waste time and energy scanning that list over and over, looking for deadlines.
So where do we put them?
Eric creates them on his Google calendar as “All-Day Tasks,” and he has a routine to review them every single day so they don’t slip through the cracks.
I use a two-page-per day Franklin Planner, and I write these in the “task list” area. It’s typically a tiny list, so it doesn’t overwhelm me.
Then my day goes like this:
- Check my Google calendar (admire the empty canvas)
- Review my Franklin Planner (think about the best way to incorporate my date-specific tasks—and possibly pencil them into the day if I have total control over specific time blocks)
- Move through my day, balancing tasks, routines, project work, and incoming needs from my family, email, phone calls, etc.
Hopefully these ideas will be helpful to you—or maybe they’ll spark some new ideas that will work even better! Our goal is to help you to feel more organized, happy, and supported whenever you interact with us at LearnDoBecome.
Thank you for being with us! And if you have any additional ideas, comments, or questions, please share them below!
Much love,
April
Love the ideas. I already used ideas 1 and 2 (one for work related meetings/ tasks and the other for personal). I also find that since I use a digital calendar, i’ll need to switch between the weekly view to the daily view to used idea #3 (which is a waste of time and distracting).
So, to manage the tasks that are super important but with no specific deadline, I like to set up time in the day so I know I HAVE to do them, even if I have to move them around when other tasks take precedent.
Hi Beatrice! You have hit on the key here. The whole goal is to make this work for you. If you love the weekly view, and it works to schedule in all your activities, that is great! Especially if your schedule allows you to be fully in charge of your daily decisions.
I think the key is to choose the path that uses your time most wisely. If moving tasks around later (if you miss them) takes less time than switching from a week to a day view, then that is the way to go! Thanks for sharing!!
I use a digital google calendar so its on my phone, so when I am at the doctor’s office scheduling my next appointment, I can quickly see if the date and time works for me. It’s also great because I can access it from my computer also so if I get an appointment on email, I can click the link to put it on my Google calendar in one step. I also have a notes app and a tasks app on my phone (google keep for notes and google tasks for projects and non-date specific tasks). I am currently looking for a way to integrate the tasks with the calendar, so I can drag a task right onto the calendar. I’m also looking for a task or project app that lets me drag and drop projects from one slot to another when I need to re-prioritize, so I always have the top 3 current projects at the top.
Great tips, Debra! Thanks so much for sharing them with us. 🙂
If you’re an iPhone user, I use (and love!) Calendars 5 for my calendar and tasks. It works in tandem with the iPhone calendar and Reminders and can also sync with Google calendar. (It basically combines them into one app.) I can make lists, tasks with due dates, & I can choose how I want to see things. It’s much more user friendly for me and I can put Siri to work. I can also create recurring tasks which helps with routines/cleaning schedule.
Thanks for being with us!!
When I purchased Calendars 5 for my iPhone and started to set it up with my Google Calendar, it states “Calendars 5 can see, edit, share and permanently delete all the calendars you can access using Google Calendar.” Are they going to delete my Google Calendar or work with it?
Great question, Linda! It won’t delete your Google Calendar but it will work with it and sync everything together. Anything you add or change on Calendars 5 will sync in your Google Calendar and vice versa. Thanks for being with us!
Thanks for your post. Check out the app Todist. It syncs with Google Calendar, It’s flexible creating projects, tasks, notes, indicating deadlines, repeating deadlines, etc. You can also forward emails to Todist, it works with Outlook and you can use it with any device.
Hi Terri – that’s great to know. I use a paper planner but considering going to digital and already use Todoist. Clearly NOT to its full potential. Would love to know more. Please share any additional information you may have.
I’ve been using Todoist for over a year now and just starting my STEP journey. I am now using Todoist in so many new ways than I did before (like the ways you just mentioned). It’s awesome how it integrates with Gmail by letting me turn whole emails into tasks to complete so I don’t forget about them or can set a date for dealing with them. I espectially love to set up labels on todoist tasks as “phone”, “computer”, etc so all of my tasks can be sorted and organized on the homescreen as the “context based next actions list”. For some tasks, I label it as “phone” and “computer” (eg. emails, shopping for something, researching something, reading up on something, etc) since our smartphones are practically mini computers. So when I’m combing through what I can tackle based on where I am in the day, if I take care of a “computer” task (like sending an email) using my phone, it’s knocked off for the day in both sections BUT was available for me to do using either mode throughout my day, keeping me flexible. Todoist easily syncs across all your devices which makes it handy too. You can also take pictures of things in the comments of different projects lists, upload files, or write little notes to self that can be searched for (eg, coupons I might forget, “Dawn borrowed my birdcage”, the color/wattage/lumens of the lightbulbs we use so all the recessed bulbs will be the same in the house, instruction manual for random stuff at work, etc). Love it…and I’m just using the free version!
Great tips! Thanks for sharing, Heeral.
I see 3 calendars here and that’s 2 to many for me. I need everything in 1 place to check when I’m available for X activity or event. Having 1 calendar is a struggle because I can’t always locate it when I need it. My schedule varies daily and since I’m helping my Mom, her activities go in my calendar. How do you keep track of what you need to when things are scattered? I’m not efficient at the computer calendar and like to see things on paper where I can make notes. Do you take 3 calendars with you when you leav your office or home? Feeling overwhelmed by this and so much more. Thanks,
So glad you asked this question! Okay, so I DEFINITELY recommend one calendar for the things you HAVE to do at a specific time. That is what my green Google calendar is. But since you like paper, I would recommend one paper calendar (portable) for key appointments and deadlines. But you will want to keep it as open and simple as possible. If you are having a problem locating it, I would perhaps keep it in a purse or use a Franklin Planner that doubles as a wallet and make sure it goes with you everywhere—or at least has one resting spot in the house. The goal is to know where your calendar is at all times and to use it throughout the day.
The second calendar layer I referred to is simply a different COLOR on the same calendar. So maybe you could do appointments in Black and Routines/triggers in Blue, or something like that.
The third section of the post talks about date-specific activities. Like phone calls to make or emails to send or other flexible tasks that need to be done during the day. Having those on a list—like I have in my planner—gives me one place to look for “to do” items when I am in between appointments.
Please feel free to post follow-up questions here, and our team can help!
I carry a small calendar in my purse to schedule appointments on the go for doctors, dentists, hair and so forth. I use a good online that has a free version and paid version called Cozi calendar. You can add people so that they can see the schedule of your day. That would be a good one for your family since your children have activities. Has a menu planner and some other stuff . Check it out.
Great tips! Thanks for sharing, Tammy!
I have Cozi too! I love it!
Before I used an electronic calendar system I was always looking for my paper planner. I lost it a few times and I was in a panic – my whole life was in there! My son gave me a set of Tiles (small GPS locators – I’ve seen them at Lowes) and I just slipped it into my planner, and then I could find it with an app on my phone. I could even “call” it if I knew it was in the house but couldn’t see it. I put the other one on my keys. The battery lasts for about a year and I felt much calmer about losing these important items and developed some solid routines around these items so I don’t even need them anymore. But you could just replace them if you wanted to.
Karin, that is a GREAT idea! Thanks so much for sharing this tip and for taking the time to comment here. We’re thrilled to have you with us!!
From one Karen to another…that is brilliant! I actually have the tile I found new at a consignment store, but didn’t know what to do with it. That would be me for sure~ losing it around the house. I am new to coming up with my system, but think I may be using a notebook too. Thx for the idea.
I use a great paper planner and have appointments in the time sensitive side and tasks that need to be done – sometime on the to do side, with one, two or three in my “top Three” heading.
I like this because I can take it with me to meetings and use it at a glance – and I write in it with erasable colored pens so if something has to be changed or moved all I have to do is erase it and my day looks neater and holds what actually happened.
However, I also use my phone calendar so I always have it with me. I transfer items as they happen on to my paper calendar. I like the paper for a permanent record and my phone for the portability. This has been working well for me for a year now – and I don’t keep a separate work calendar & personal one so that is simplified.
These are great tips, Maggie! Thanks for taking the time to share here. We’re so glad to have you with us!
What paper calendar do you use? I’m so curious. Sounds like that would work well for me 🙂
It sounds like she uses Michael Hyatt’s Full Focus Planner.
Hi, I too, would love to know which paper calendar you use.
Sincerely Becca
I love the way you are using your calendars. I am using a Planner Pad combined with a shared digital calendar so my husband and I can keep track of essentials for each other like medical appointments, vet appointments, and car appointments.
The Planner Pad, though, is my brains. I transfer all of my appointments (and my husband’s) as well as work appointments/meetings/calls to the Planner Pad. I use the Weekly Activities for my weekly to dos (home, phone, out and about, etc). It’s been a work in progress, but now it’s almost second nature.
Hi, April– I am a 72 year old retired first grade teacher, who is also ADHD. What is the easiest to use electronic calendar for me if I’m used to using paper calendars? I need to to coordinate events, appointments, birthdays, medicine reminders, family matters. I am computer savvy. Thanks for all your help! Luci Vasseur
Hi Luci! Google calendar is a great one to start with! It’s free and it has lots of helpful features. If you have a smartphone, the calendar preinstalled there is another great option. 🙂
If you have an Apple phone but a Dell laptop, which calendar is best to use?
Hi, Rhonda! Google Calendar works on both devices. You could also use the iCal on your iPhone and then go to the iCloud.com website to access your Apple calendar. I hope that helps!
Hi April, I am also confused by this method of 2-3 different calendars.
I mean how will it work, if you have allocated time else where and things fall in the same time frame? Or are you just shifting things so the first calendar doesn’t look overwhelming, but they are things that still need doing? And having to swap back and forth to remember what you wrote on the other calendars. Can you show an example? Or do you swap out by months, like to 4 quarterly calendars; Jan – April, April – July etc?
Thanks, Hineira
Hineira, thanks for asking this question! The basic concept we’re sharing here is that you want just one place to keep track of these items.
1-You want one main calendar for all of your time-specific appointments and deadlines.
2-You want one place to keep your calendar triggers. This could be on the same main calendar, or you could create a layer on that calendar to be toggle off or on as needed. (This works best on a digital calendar. If you’re using paper, you might consider using a different color for your triggers/reminders/)
3-You want one place to keep track of things that need to be done on a specific day but it doesn’t matter what time it’s completed. For example, you need to return your library books on Wednesday but it doesn’t matter what time of day you do it. This can be done on your paper calendar, in a day planner, or as an all-day event on your digital calendar.
All three of these things could be recorded on one paper calendar or all on your digital calendar.
Does that help? Feel free to reach out here to our team with any additional questions or for futher clarification, email(at)learndobecome(dot)com.
Thanks for being with us!
Susan, I’m a paper gal too! Love my Happy Planner. They have a few different dashboards, but for this model their 3 square one would be perfect! The days are in columns and there are 3 boxes below each day heading. I use the top for overall work deadlines. The second becomes my added task or projects to pay attention to. Then the final box is personal and family. If we have hard fast deadlines or appts they get put in the box. The floating tasks go in the side bar lined area as important items for the week. The Happy Planner has a few different sizes so they can be small in your purse or large for a desk format! https://www.thehappyplanner.com/
My daughter introduced me to the Happy Planner and I love it! The vertical view you describe makes it so much easier for me to organize and I love that I can purchase add-ins that allow me to personalize specifically to my situation. I cannot say enough how much I love the Happy Planner calendars!!
How do you merge these calendars with you context specific task lists? For example getting cash from the ATM on Friday would normally be on your errand list . Thx!
Great question, Audra! Idea #3 is referring to a list rather than an actual calendar. The key is to have one single place to write those things down & then create a routine to check them on a daily basis. Eric keeps his electronically; April writes hers in her paper planner. As you review them each day, you then transfer the task to your Context Based Next Actions list in the appropriate category.
April explains it this way in another comment, “The third section of the post talks about date-specific activities. Like phone calls to make or emails to send or other flexible tasks that need to be done during the day. Having those on a list—like I have in my planner—gives me one place to look for “to do” items when I am in between appointments. ”
Please feel free to post follow-up questions here, and our team can help!
Is the context next action list a daily list or a weekly list? Mine is pretty full for one day but I’m using a 3.5 “ by 9” notepad piece of paper (easy to put in my purse or stick in my planner etc) .
Also – where do you put the current steps you want to work on for the 7-8 projects we’re working on? Does April put them on her two page planner or somewhere else? And if on her 2 page planner – under what heading?
Thanks- julie
Great question, Julie! The Context Based Next Actions list (CBNAL) is a weekly list. The current step for the projects you’re working on also goes on that list. This post (https://learndobecome.com/2minute-tour/) explains in detail how April uses her planner in conjunction with her CBNAL.
Please feel free to post follow-up questions here, and our team can help!
My husband and I use Cozi. Is there a way to use ideas 1 & 2 on Cozi? Should I just use the note function for idea #2?
Linda,
Great question! I use Cozi as my primary calendar, and I then feed my work calendar (google) into Cozi. You can create a calendar within Cozi for each family member, business, etc. but it does not allow you to “layer” them. You can choose to view “all” or choose to just view one at a time. This doesn’t work well for idea #2. I like to print out a weekly calendar that I map out my time on for that specific week which includes when I go to the gym, errands, etc. I LOVE Cozi in that I can print off a week and month at a time for my family to see what is on our agenda, but it does have some setbacks. I hope this helps!
Cozi’s list has an option to put a date in front and it will show up in the calendar. I use this to make sure rx’s are refilled, and for other minimal tasks as well.
Can you please explain one day tasks? Do you mean that day or any day. Again what is on this? Did you described this as a task list? Is it location based or is that different? I use 1 calendar as a working calendar and another as definitive – only what actually is a firm appointment or deadline to give me pece and realism. If I use another as a working calendar I know it’s just for planning. I do have too many calendars and hoping to customize one based on what works next year.
Hi Mindy! The one-day tasks are JUST for that day. Sometimes I segment that list (quiet time tasks up top, tasks with kids in the middle, Errands at the bottom), but it is usually a short list. My flexible, weekly Next Actions list is location based. For more details on my full planner, there is a post called “My Two-Minute Planner Tour” in the productivity section!
Thanks for the reminder to layer my calendar. I use electronic and am still learning so I was just lumping every thing on one layer. Now I see where to tell which calendar an item is on and can simplify my appointment scheduling. Thanks for being here for us.
how do you layer on google calendar. i also have 1 layer. i do have different colors assigned to my 4 member family, but their colors don’t show up.
Hi Rita! Thanks for your question. Google Calendar has a few options. You can create events that are different colors. These may or may not show through depending on which app you are using to view the calendar. You can also create a separate calendar for each person and then choose whether to turn it off or on in the settings. Again, this depends on which app or device you are using to view the calendar. A quick Google search can usually turn up a few tutorials on how to make it work. Feel free to contact us at [email protected] with other questions and our team will be happy to help!
Love the info you share. I started with the central spot to have my files. I’m gonna work on the calendar. The problem is sometimes I like to write things down and sometimes I like to use the cellphone calendar. I love listening to your mini seminars. Thanks for sharing.
Thanks so much for the kind words, Ann Marie! I totally understand the struggle between digital and paper. 🙂 Wishing you the best as you figure out which habits work best for which functions of your life. So glad you’re here with us!
Hi April,
Great ideas here…Do you use the compact or the classic size Franklin planner?
Thank you 🙂
Hi Tausha! We actually have an entire post about April’s planner. Check it out here! https://learndobecome.com/2minute-tour/
Thanks so much! I also use a Franklin Planner. Where do you put projects to be done? I want to keep track of upcoming projects for the year. We are working on our house and have to be strategic in our planning.
Kim
I currently keep mine in Asana as digital projects, but when I used only paper resources, I had a tab at the back of my planner where I kept a list of my current projects, and then I had another sheet of paper behind that one listing projects that were next in line. Hope that helps!
Hi April,
I ended up setting up my projects in KanBanFlow after reading through you post on it and listening to your tutorials. Did you switch from KanBan to Asana? If so, why? Is Asana better at certain things than KanBan is? And if you use both, what do you put in one, vs. another? I really tried to research before choosing one of these because I’ve seen/heard both mentioned through blog posts. Now I’m feeling lost again!
Hi Krys! So sorry for the confusion. I’m adding a note on the KanBan Flow one letting people know I use Asana now. KanBan is great and super simple, plus I liked the colors. 🙂 But Asana is more user friendly and allows us to easily add in attachments, work with team members, etc. It’s my new go-to. If you aren’t too far into KanBan, I would switch over to Asana. The free version is awesome. That’s what I use…. We’re excited for you and appreciate your feedback!!
Hi April, I am a busy corporate manager by day with 3 teens. Lots to plan! My business meeting calendar is in outlook. No room for more and my to do list at work each day is long. Do you suggest I keep family planning separate from work?
I think it’s a great idea to keep business and personal separate enough that you don’t feel confused when you’re selecting an item to work on. If your business calendar is full–and the house are totally separate from your family hours, you could definitely keep the calendars separate. You just want to make sure there is zero overlap–so you don’t have to look at TWO calendars. And I’m not sure if you’ve gone through our STEP program yet, but that will help to make your to-do list feel less long. 🙂 So glad to have you here!!
Hello
you speak about triggers. what does that look like? what are some examples of triggers? please elaborate.
rebecca
Great question, Rebecca! April actually shows a screenshot of her digital calendar here: https://learndobecome.com/2minute-tour/. Look for the section titled “My Google Calendar”.
Essentially a trigger is a reminder that happens on a specific day. Maybe it’s someone’s birthday & you want to give them a call…you’d create a trigger to remind you. It’s date specific but not a time specific appointment.
Please feel free to post follow-up questions here, and our team can help!
I’ve been receiving your emails for almost a year, but never had a moment to read a single one until last night. 13 hours later, both my inboxes are at 0, and I have asana all set up. Tackling figuring out Evernote next, because I think that would be really helpful. THANK YOU!
Re: calendars, I’m good with #1. Number 2 feels a little superfluous to me, and I’m still thinking through whether I need those kinds of daily reminders…. just feels like too much. But I have a key question about #3: I have a long list of small tasks that need doing, much more than I could fit in a day. They’re not project-based, or routine-based. Where do I keep that growing list of small tasks until I can assign them to a day? Perhaps the trick is to get them done and whittled down as soon as possible, so I can start with a clean slate? I’m not sure I understand how to keep them *somewhere* that isn’t just an endless list I extract from as I plan each day.
Marianna, that’s so exciting! Inboxes to zero is huge! Good work!!
Regarding your growing list of small tasks… Utilizing the Two Minute Rule could apply here just as it does to your email. If it takes 2-minutes or less, do it! If it will take longer or you don’t have 2-minutes, then writing them down is a good thing. Keep the list separate from your regular to-do list. Refer to it when you have some extra time to get a few done. You could also block out some time to get several done at once.
Our free webinar offers even more suggestions on how you can tackle your lists. We’d love you to join us! Click here to sign up! https://learndobecome.com/step
What would you call this list – the one “separate from your regular to-do list”?
Thanks for asking, Janene! The regular list would be your Context Based Next Actions List. You could call the other list your “two-minute tasks” or “one-time tasks.” Really you can call it anything that makes sense to you. You just want to be cautious not to add too many of them to your next actions list at a time as not to feel overwhelmed. I hope that helps!
Hi! I love Learn Do Become, but I just can’t seem to find a calendar (Paper) to use. I’m really liking the look and feel of the iBloom calendar, but want to incorporate your wonderful steps listed above!!
Do you think that the iBloom calendar would be a good fit? I really appreciate your advise, because I’m am so overwhelmed with trying to keep everything in order…:(
Hi Nancy! I’m not familiar with the iBloom calendar. Any calendar can work with the principles in our Steps To Everyday Productivity program as long as you are consistent with keeping it updated. There may be some in our Mastery program who also use the iBloom. Feel free to ask inside the Facebook group. The members there are a wealth of information! Thanks for being part of our community here at Learn Do Become!
Thanks for your advise! I will ask within the Facebook group then.
I use FamCal as my family’s calendar. We can all login on our phones or tablets to see what everyone is doing, (as long as the children keep their activities updated, work in progress). Each person has their own color.
I own my own bookkeeping business, so I also use Google calendar to keep work related appointments and tasks. My family doesn’t need to know where I am working or what I am working on, just that I am working, so I just block out times on FamCal and get specific in Google calendar.
I have also started using a paper 2 page per day calendar that combines the two, MY events off the FamCal and business events off Google calendar to keep from double booking. I also can keep track of tasks and project progress.
Recurring tasks I write on small sticky notes. When I complete the task I move it in the calendar to the next time. Example: ABC payroll needs done every two weeks. I get the payroll info on Monday and need to have completed checks dropped off at the client before Friday. Rather than writing the task on my to-do list every day until completed that week, I have written “ABC Payroll due before Friday” on a small sticky note. If I don’t get it done on Monday, I move the sticky note to Tuesday, and so forth. When I complete the payroll, I move the sticky note to the next time payroll is due.
Thank you for these tips. They have helped with my family and my business.
God bless you.
These are wonderful! Love how you’re creating systems to calm your mind. Way to go, Tonja!
good Job
Color coding – GREAT IDEA. I manage 3 small businesses and this will work out wonderfully.
Flora, thanks for your comment! We’re glad this post has been helpful to you. Please let us know what we can do for you moving forward!
The Three Ideas are great. Love the idea of a Trigger Calendar. Thank you for all the wonderful information you are sharing with us.
You are so welcome! Excited for you to be here, and we hope this brings lots of relief and help to you. 🙂
I use Fantastical and it sync’s my google calendar.(I have an iphone) I use it on my phone, I’m a realtor and my phone is my business. I like Fantastical calendar app better than the google on my phone because I can see all the events for each day listed. In google app you have to click it to see more of what’s listed on that day if you’re looking at the month view and I was missing things, not ok ever. I have dots which are events on the month view and I can scroll from day to day and see everything listed with color dots if I like showing all events. It’s a great app.
Hello, I’m new to the STEP program and am going through the Quick Start section. So far, I’m not connecting everything but I’m hoping as I continue through, things will begin to make more sense.
So…What about tasks that need to be done on a specific day but BEFORE a specific time or BETWEEN specific times? For example, if I need to call my child’s school after they open but prior to 4pm before they close for the day? Or if I need to call the dentist office on a Friday before they close at noon, an all day task may get forgotten right? As a side note, I also use Google calendar. Does Eric set reminders/notifications for these negotiable tasks?? Thank you!
Hi Brittany! Welcome to the STEP Program! Things will start to come together for you as time goes on. 🙂 You can always reach out to us at [email protected] with any questions you might have.
To answer your first question about tasks needing to be done before or between specific times, I recommend choosing the time that you want to make the call, and then setting a reminder or notification to go off at that time.
As for your second question, I don’t believe Eric sets reminders/notifications for those kinds of tasks. He does have a routine to check his “All-Day Tasks” calendar so that he doesn’t forget anything.
Thanks for reaching out to us. We’re thrilled to have you as part of our community!!
I use outlook and use the categories to color code my calendar. I use one color for meetings and time specific tasks that I must attend or do. Another color for informational meetings (I don’t have to attend unless my calendar and time allows) and I use a third color for truly flexible time and for “me” time. This keeps other people from scheduling meetings and overloading my calendar and time. Only my assistant and my manager’s assistant know my color coding. They are also the only two people that have my permission to override my flexible time if something comes up that is critical.
So smart!! Thanks for the great ideas!
I keep a Cozi calendar on my phone/iPad for all of my family’s appointments (as well as mine) going forward, shared with my husband. Some of those things are scheduled a month or more in advance.
I also have a white board calendar for my command central (with just my appointments/deadlines or stuff that I am involved in, even if it’s not mine, like taking my daughter to the doctor) and one in the main area of the house (so everyone can see it) with all appointments/activities for everyone listed on it, onto which I put *just* this month’s calendar information.
Finally, I have a paper planner to block out time to do various work-related tasks each day of the week. I do editing and proofreading for court reporters, and each transcript has a different due date and a different amount of time that it will take, so I found that blocking out the time necessary to get the job done is essential to not overbooking myself. I also copy the relevant appointments and such from the Cozi calendar into the planner, so that I know that I can’t be working at certain times on certain days.
I really don’t see how I could get this down to just *one* calendar and one planner, total, since each of them has a specific purpose. I mean, when I’m out and about, I look at the Cozi calendar, but that doesn’t show my work deadlines (or it would be totally crowded, what with everyone else’s stuff too), and I look at the whiteboard calendars when I’m home.
Darcy, thank you for your comment! The goal is to help you reduce the number of places that you’re having to look for things. However, if your current system is working for you, stick with it! If, over time, you find a different way you can make changes. Many digital calendars have an option to choose which calendars you’d like to display so it may be possible to add your work and paper planner and then turn off those calendars for general viewing so it doesn’t look crowded. I hope this is helpful! Feel free to send any further questions to our team at [email protected]. We’re thrilled to have you with us and look forward to hearing your success stories!
I have a special needs young adult son whom we are trying to teach this to. He struggles with Executive Function issues. We get paid by the state to work with him, and one of his areas is to do this sort of thing, specifically. They have tasked us with having him make a schedule/list for the week of all his appointments and tasks, then color code them in rank of importance (most important, somewhat important, not very important). He has to check them off as he does them, or reschedule them if need be.
Because of his difficulty in writing and spelling (physically due to his difficulty with fine motor skills, as well as just not being good at spelling etc. yet – although he is improving) I’d like to find some sort of way to do all this electronically, as well as be able to monitor it due to being his teacher and to help keep him on track.
Is there a digital calendar in existence that does the following? (Or can we adjust one to accomplish these things?)
~Can be used by multiple family members where we can all coordinate our family events etc. in one place. (So we can monitor and help him)
~Individual family members are designated by a color. (To keep our different things separate)
~Each family member can also color code (or some other way) their own event/activity to indicate importance (for example, red for most important, yellow for medium importance, green for not that important – to meet the state requirements).
~Day specific tasks can be placed on the calendar, not just day/time specific things (for example, laundry day on Friday, as part of his weekly tasks).
~Things can be checked off somehow, including appointments or other time specific items (again, per state requirements to show how he is doing when we turn things in).
~We can use it on the phone/on the go, as well as print out the calendar at least weekly, or perhaps monthly if possible.
This is very important to our family for the development of this special needs young man.
Jody, what a great blessing you are to your son!
Google Calendar would definitely be an option for this! You can build multiple calendars that can be shared with each family member. These calendars can be color coded through the Google Calendar app as well as on the website. As needed, you could even create a private “Triggers” calendar for events or reminders that not everyone needs to be reminded of. As for color coding individual tasks, that may be done best with a symbol or an icon if you’re using your smartphone. Perhaps an asterisk if it’s critical, a question mark if you’re not sure you’re going to do it, etc. Google Keep is another option and can be integrated with Google Calendar. Google Keep has the ability to create lists and tasks that can be checked off.
We hope this is helpful! We’d love to hear what you’re able to find. We’re so glad to have you with us!
Taryn, you mention that Google Keep can be connected to Google calendar, can you share more about that?
Hi, Georgina! This link walks you through the process on how to connect the two. 🙂 https://www.lifewire.com/use-google-keep-on-everything-4179044. Thanks for being with us!
Thanks, this was a great tutorial, I love the concept of ‘labels’ for organizing the notes. It totally gets my mind spinning up about the ways to use it! I’m going to watch the notes for ideas for specific labels. Right now I’m going to use Hot (important/right away), Warm (not so time sensitive/important) and Cold (Someday/something to remember/interesting recommendation) to represent the urgency of items. In addition, I have person specific ones that I use for “when I see …” for e.g. I have a standing lunch date with my husband and somethings I like to reserve for that. It looks like you can connect your calendar to notes, I wonder if I can connect it to labels so I can review them at an appropriate time interval, e.g. “Warm” monthly, or if I just would create at a calendar item in google. So.many.ideas….
To Jody:
What a great program for your family! My brother has small motor muscle coordination problems and when he was in first grade, he was labeled unteachable because he couldn’t draw a box or a triangle. Our mother let him “play” on her typewriter. He proceeded to write a story including many words spelled correctly and punctuation, which he read to the third grade classes the next day! Turns out he has a photographic memory. He is now 52 and doing very well. So congrats on being the parents your son needs. Hang in there and don’t get discouraged because he can’t seem to do what “they” think he should. God has a plan!
Would a Bullet Journal work as a portable calendar option? I have not used a bullet journal before but I have a friend who was explaining it to me and it seemed to “click” with my brain and I feel like I could incorporate the weekly calendar page.
Yes! I actually want to do a podcast with the Bullet Journal people. 🙂 I have looked into their method, and it works PERFECTLY with the STEP system. Excited for you!!
I use a bullet journal for everything BUT my calendar. I especially like the BuJo for those things that might go on the calendar but aren’t nailed down yet, as well as the things I need to get on the calendar in the future (future log section) However, for the actual calendar, I use Google. For me, things are often shifting a little her or there, so I like the peace of mind that I”m always looking at the up-to-date calendar. Many of my things are recurring so again the electronic calendar type once, click a little, boom, appointment added til I told it to stop. For triggers and reminder of birthdays, I love google because I can put a birthday in and then have it repeat in a year forever, add the birth year in () and I even know how old my nieces and nephews are. I feel Bullet Journal and Google Calendar complement each other well, the bullet journal daily log is a fantastic way to keep track of what to do, and also you can easily keep the when on the forefront of your mind easily, so I find by looking at my bullet journal, I know at a glance which tasks are due first.
Thank you, Georgina! This sounds like a great way to incorporate the two systems. We’re so glad you’re here!
Just curious if you ever did this podcast? The Bullet Journal is the closest I have ever come in my life to maintaining a system. Stuff does still get lost, but this is my second attempt at the Learn Do Become program. So I’m really looking for a way to incorporate it into my Bullet Journal.
Hi Amy! I still have it on my list! 🙂 I watched a couple of YouTube videos about how Bullet Journals work, and it seems like the process would be really easy to incorporate with STEP. If you’re in the Mastery version with the Facebook group, this link will take you to a post by a fellow STEPper who uses a bullet journal: https://www.facebook.com/groups/STEP.LearnDoBecome/posts/2873240996324330 So excited for you and proud of your progress!!
Any thoughts on how to manage a work system that can’t really be used for personal use? I’m in a corporate environment that has a heavy meeting culture and currently managing calendar and email and task lists in separate systems for work and personal. I can’t really use work for personal things, security reasons, etc. And given the volume, don’t really want to corrupt my personal systems with replicating and duplicating work events and artifacts as that would feel…well…totally overwhelming. Is there a good way to bridge two systems? I would love to get down to one calendar, email and list, but not sure that’s possible given our IT constraints.
Great question! Wondering if others in our community are managing this, too? If you’re in our STEP Mastery Facebook groups, that would be a GREAT place to ask the question! I’d probably have a personal calendar that blocks out work time as “busy” and then just switch to that after work? That would be really difficult to have to keep everything totally separate…. But I’m sure there’s a good way to do it. 🙂
PS
Yes, would love to have your take on the Bullet Journal (I’ve used that with success in the past, similar to the good old Franklin Covey system, which I loved!). Also curious on your POV on Workflowy and Momentum (the Chrome plugin). I’m trying those out and they seem great, but again, it’s about the mindset and how you use the tools to capture and manage information through a process, so would welcome your thoughts! Thank you!
I do so much digitally but I have NEVER been able to successfully use a digital calendar as my main calendar, So I’ve finally given up and use a lightweight paper calendar/planner. Only monthly pages, which means each day has to be very streamlined. I have long kept only the essential appointments on this calendar. I long ago realized life can work for me ONLY when I have ONE calendar. So that means everything that is outside of the bare essentials I have to keep track of in another way. IMHO, my main calendar works perfectly for me EXCEPT that there are a couple of weekly tasks that MUST be done on the same day every week (one is a snail mail task and one is a phone call task). Just putting these on my paper calendar does not do the trick for me. I am supposed to do them so often that they become like “white noise” on the calendar. So I’ve set up a prompting system by using my Google calendar JUST for prompting purposes. I get a prompt every week for each of these tasks. I keep no regular appointments on my Google calendar, only tasks that require prompting. For the 2 tasks I get a prompt for every week, I no longer put that task on my main calendar. And this has worked so well for me that I sometimes add other tasks or appointments that ARE on my paper calendar so I can receive a prompt that day. W
What is not yet working for me are things I want to do or SHOULD do. The important-ish things from this list (which could go on forever if I don’t watch out) I add a small sticky to my paper calendar as a reminder. Since the item is not vital to do on that particular day (I just want to do it), it does not seem to require permanent space on my paper calendar nor do I want a prompt to do it. I just want a way to remind myself to get to it if possible. My paper calendar plus the Google calendar prompt system is working well for me. But it’s these other, less imediately vital tasks that I don’t seem to have a foolproof system for yet. What would you suggest?
Joan
Great question! The next actions list is perfect for this. Have you gone through our free training yet? LearnDoBecome.com/step.
I also have a two-minute planner tour here on this website, and it will show you what my next actions look like. That simple, flexible list, combined with a weekly review will change your life!
Okay. I love these suggestions and is using them. However, I have three different calendars: work (I’m a nurse educator and entrepreneur), home, school (I’m working on my doctorate degree). I have one main monthly calendar, it’s digital gmail, that holds all non-negotiable appointments. Then I use the digital tasker “2Do” for my daily task list concerning home and work. Then I use a paper weekly calendar to write school assignment deadlines and to assign myself daily school tasks.
Any suggestions on how to streamline this? Is there a digital calendar that can combine all this into one calendar?
Cynthia, thanks for reaching out to us! We love Google to help with streamlining digital calendars. The iCal on iPhone has a similar option. As mentioned in the article, you can create layers to turn on or off depending on what you need to see. You can also assign different colors to different people and/or different areas of life. This post may offer some additional ideas as well: https://learndobecome.com/episode65/. Thanks for being with us!
Hi,
I am trying to figure out what to do- as I have a work calendar, and COZI- my work one has meetings, staffing schedules, etc. I would love to only use 1- but the work one also has health care information- so I cannot sync it with any outside app. should I maintain 2 calendars- or use the work one and layer my home one on top?
Hi, Keli! That’s a great question. In cases such as this, it’s totally fine to have two separate calendars. Layering is also a great option, especially if work and home may overlap. This would be a great question to post in our STEP Facebook group as well if you’re a Mastery member. 🙂 Thanks for being with us!
When I began this section my answer to calendars, is I don’t have a calendar that I carry with me or in my house that I write on. My desk calendar at work has my few appointments on it and when fellow co-workers/bosses are going to be out of the office but that is it. How do I decide what might work for me. My purse is already heavy enough, the calendar on my android phone is to small to read, I have a kindle but that is it in small electronics. I am committed to this program, but am in need of help here for ideas that will work for a Calendar challenged person.
Thanks for your comment, Debra. Any type of calendar will work. It could be a small pocketbook sized calendar or even a blank calendar printed online. You can always make a change later on if your first choice isn’t working. Thanks for being with us!
I was tracking the calendars fine then somewhere along the line I got confused. I have a quarterly planner that has the month, weekly top three, then daily. The daily also has the top three for that day. I want to adapt my Traveler Notebook to carry with me. So on my monthly calendar I list birthdays, holidays, and set appointments like doctors, taxes, trips. Right? Then the weekly will be the same as the monthly appointments but only for that week with the top musts for that week. Then the daily is of course that day. This I check morning and that night I’m going to fill out tomorrow. So I’ll carry with me in my TN, one notebook with appointment based tracker, doctor at 10:00, hair cut 1:30. Then a task flexible list notebook that I list things that need to be done sometime that day that I can cross of when completed like groceries, mail package, phone Fred about frog. Is this the correct idea? Also I have adult disabled son and a husband I track appointments for that each have their own color ink. And I use Google calendar on my phone. Am I making this too complicated? Help.
Thanks for asking, Toni. You are on the right track! It’s best to pare it down as much as possible so that you have fewer places to look when trying to find something. This is a perfect question to ask in our STEP Mastery Facebook group if you are a member there. We’d love to support you further! Feel free to send our team a message at [email protected] with further questions as well. Thanks for being with us!
which size Franklin Planner do you use?
second ‘Planner’ question…. do you use both the full month calendar as well as the daily pages, in the planner, or only the daily pages? thanks!
Donna, thanks for asking! This post will answer all of your questions. 🙂 https://learndobecome.com/2minute-tour/ Enjoy!
I’m confused. So your trigger calendar is for personal and flexible items? Then why is it a trigger? Then a date specific but time flexible is a task? What if you dont get to it that day and dont want to forget about it because you still want to do it?
Great questions! The personal and flexible items are still tasks, they are only listed on the trigger calendar so that they’re not forgotten. Each day you’ll review your calendar which will allow you to see what has or hasn’t been done yet. That way you can reschedule as needed. We talk more about this in Module 1 of our STEP program. We’d love to support you there if it’s a good fit for you! You can always reach us via email with any additional questions that you might have, email (at) learndobecome.com. Thanks so much for being with us!
I guess I’m confused about the 2nd digital calendar. Does this mean creating an entirely separate google calendar in my phone that’s attached to a different google account? I’m sure I’m making this more complicated than it has to be as usual! Or is this too just making this 2nd digital layer show up as a different color within the same calendar just like you would on a paper calendar?
Thanks for asking, Jennifer! You can create additional calendars under a single user. You can also turn those layers off or on depending on what you’d like to see. This link explains how to do this, https://support.google.com/calendar/answer/37095. Thanks for being with us!!
This seems just like my “A, B, C” current list process – I think I would be more confused trying to make this digital since I have no idea how to do “colors” on my phone. I guess I will need to stick with my “to do’s” on paper.
Hi, Kathie! Paper will totally work! The process of adding colors on your phone depends upon which type of phone you have and which calendar you are using. Should you decide in the future to make a change, there are lots of tutorials online. Thanks for being with us!!
I have used my Franklin Day Planner each and every day since 1987! This is the easier part of signing up to get out from under the piles!
That’s awesome, ReNay! We’re thrilled to have you with us and we look forward to hearing your success stories!
I am a Special needs teacher, dancer, dance teacher, and busy mom of two. I have discovered two things that I have to have in order to stay on top of our lives. I use the My Big Ideas planner that you can take pages in and out of. There are weekly pages perfect for my lesson plans each day, as well as room at the top for my personal schedule. I use the cute stickers to mark holidays and apts on the month at a glance. I set up my weekly every Sunday to make sure the apts are marked in the right place where my daily lessons are.
On top of that, my husband and I use Cozi for groceries and to keep each other informed of our calendar. While I prefer my handwritten version, it allows him to see my week and me to see his when we are trying to schedule late meetings or events.
Kim, these are great tips! Thanks so much for sharing. 🙂 If you’re part of our Mastery program we’d love to have you share them in our Facebook group as well. We’re thrilled to have you with us and we look forward to hearing your success stories!
Google also has something called Keep that lets you create lists of any kind and you can see them in the calendar.
Gracias !!!
De nada! Gracias por estar con nosotros!
These are great ideas! One thing – my work won’t permit any personal appointments on my work calendar, so I have to keep a separate personal and work calendar. Do you have any tips about that?
Thank you!
Hi, Sue! Great question–we understand that sometimes it is necessary to keep separate calendars. We recommend making sure that you are clear on what is kept where so it is easy to find. You may also consider blocking work time on your personal calendar so that you’re clear on when those appointments are happening. That way you don’t end up double booking yourself. If you’re part of our Mastery program, we’d love to have you join us in our Facebook group. Questions like this are great to ask there as well. We’re thrilled to have you with us and we look forward to hearing your success stories!
About a year ago, I started trying to use Google calendar. My problem is I don’t really understand how to layer the calendars using the various colors so my calendar looks terrible.
Great question, Allison! You can create additional calendars under a single user. You can also turn those layers off or on depending on what you’d like to see. This link explains how to do this, https://support.google.com/calendar/answer/37095. If you’re part of our Mastery program, this would be a great question to ask in the Facebook group. The members there are so helpful in answering questions and sharing solutions. Thanks for being with us!
Before I signed up for LDB STEP, I took a class offered by our city rec. dept. about how to make a “Bullet Journal.” This helped me immensely in getting organized with my calendar and my “To Do” list at all levels. I was pleased to realize that it taught me to do some of the things also discussed in “Next Actions, ” like noting things as an errand, a computer task, a phone call, etc., among other things. I use a “Weekly/Monthly Planner Notes” book by Blue Sky. It allows me to use the monthly calendar for things like birthdays and standing appointments. I use the daily pages (3 days on a page) for the things I need to do that day, and if something doesn’t get done, I migrate it with a > to the next day. Then there are many pages in the back for lists of all kinds – projects, gift ideas, tasks, whatever you want. Everything is in one place. I do also keep a calendar on my phone, and keep appointments I need to remember on there. I don’t want to carry my paper calendar outside the house – I’m afraid I’ll leave it somewhere. So when I make appointments, I put them on my phone calendar and then add them to my daily pages when I get home. I don’t have a professional calendar to manage, just personal. Hope this help so for commenters looking for ideas.
Ann, this is amazing! Thank you SO much for sharing these thoughts and ideas. Having everything together in one place really is key to knowing where to find things when you need the information. We’re thrilled to have you with us and we look forward to hearing your success stories!
So, I’m retired and have been very happy with my week at-a-glance calendar that has 7 days and a little memo space on 2 pages. I have been trying to figure out how to adapt this new, improved way of doing things. What I am going to try is this: I took one of my clear Ultimate Office folders, cut it down to the correct size, put some lined paper in it to hold my list of things to do during the day and paper clipped it to the page next to the current days. What do you think? I’m going to give it a try:-)?
Karen, that sounds like a great idea! I think you’ll love having everything together in one place. Please let us know how it works for you! Thanks for being with us!!
I put my date- and time-specific appointments in my calendar on my Android phone, then set reminder alarms on the Clock on my phone (different from the reminder offered on the appointment page, although I’m seeing if this will be better for me to use). If I have a WEEK-specific and time-flexible task (pay the water bill, for example), I place it on my calendar at the same time each day for one week. I maintain date- and time-flexible To Do tasks on a page in my Note Everything app. I’ll make this a task in my Weekly Review.
I couldn’t figure out how to color code appointments/events on my phone, so gave up on that :-(.
Btw, I’m just starting to check out Asana. So far, it seems confusing and redundant…. :0(
Hi Shirley! It sounds like you’re on the right track. Hooray! The way to color code is different with each calendar so it’s hard to give instructions there. You can always do a web search if you want to learn more! As for Asana, we realize that it’s not intuitive for everyone. We have some great resources here on our website (https://learndobecome.com/?s=asana) as well as inside our STEP program if you’d like to learn more. If you’re part of our Mastery program, be sure to look around in our Facebook group as well. There are some great discussions and explanations in addition to wonderfully supportive fellow STEP Mastery members. Thanks for being with us!!
I manager a number of calendars and we utilize not only coloring the Meetings in the calendar but also using the busy, tentative & free in the meeting. I have 5 simple colors I use:
Red – Must attend
Blue – Going to this meeting
Yellow – Has a delegate or on Calendar for visitility
Green – This is a One time Meeting
Gray – Do Not Schedule (DNS) or Information only
With a simple color coding system you can know if you are attending a meeting All Busy meetings move to the Left of the calendar so if you use the DNS to keep the Tentative and Free times on the calendar to Keep your self and those you are working with On task.
These are great ideas, Kimberley. Thanks for sharing your process with us!
I have a work calendar that runs my life ten hours a day, but it doesn’t live on my phone. So my adaptation of your ideas is this:
* Import my personal Google Calendar into my work Outlook calendar
* Create “essential” and “non-essential” calendars in my work Outlook calendar (I already have that in Google)
* Add all-day events from my Google calendars, my “essential” work calendar, and my “non-essential” work calendar for “to-do” items. Mark them as “free” time so they don’t block my schedule.
* Essential “must do” items are marked “MUST-DO” in the title. These are pinned to the top of every day, which makes them super visible.
* During the work day, I use my work calendar, which has *EVERYTHING* available on it. Outside of work hours I see only my Google calendar on my phone, and it has *NOTHING* from work, which is fabulous!
I can’t believe how happy this has made me just in two days of using it. Thank you!!
Dana! These are great adaptions! Thank you so much for sharing how you’ve made this work for you. Keep up the good work!!
How do you import your Google calendar into Outlook? We use Outlook at work, but I have a Google Calendar for personal/family. Right now, I’m inviting my work email to all my personal/family obligations, then I have to accept and then I adjust my work calendar to make sure I’m listed as Out of Office or Not Available. Seems that importing or syncing them may be easier.
Donna,
I synced the two a few months ago. I can’t direct you through it here, but I did a search in Outlook or Google to sync them. It works flawlessly now. Hope this helps!
When I was teaching our school district gave everyone a small planner 8 X 10
I used it and loved it. When I was subbing I was able to get one at the start of the school year.
I need to start that again but I do use my phone calendar and a wall that we usually get free in the mail.
I’m just getting started and would love a good recommend. I currently use the calendar on my I-Phone and I only put appointments on it. I also use an apple laptop. I am considering moving to a google calendar to make use of the color coding or I also saw Calendar 5 recommended. My main frustration is having a random piece of paper around the house with to do’s for that day mixed in with items that need to be done at some point (ie. returning items, scheduling an apt in the future, etc.) I am finding that those items are often falling thru the cracks due to procrastination or I misplace the paper and just keep starting a new one or I am just plain overwhelmed because one of the tasks require doing research (as in finding a new medical person or researching a tutor for one of my kids). Sometimes I need to take notes when I’m calling someone and I’m not sure where to store that type of thing. My only answer so far has been to use a composition book but it’s not all that organized and I have to flip through it to find specific notes. I think I would like a digital option that I can have a record of tasks not just one where the task disappeared. Any recommends would be great! I’m excited about being more organized and less overwhelmed!
Hi Ann! You’re headed in the right direction! Finding the right calendar and a capture tool will be really helpful to you as you move through your journey to getting organized. There are SO many great options out there. Google Calendar is a great one!
I (Taryn) use Calendars 5 for my calendar & tasks. I love it! It works in tandem with the iPhone calendar and reminders. I can make lists, tasks with due dates, and I can choose how I want to see things. It’s much more user friendly for me & I can put Siri to work. I also use this as my capture tool.
We talk more about capture tools in Module 3 of our Steps To Everyday Productivity program but in short, it’s a single place where you record those thoughts and ideas that pop up throughout the day. Once the thought is “captured” you can process it during your Weekly Review so that nothing falls through the cracks. 🙂
Keep up the good work!! You’re on your way!
I just started using Joplin to create my Feeder Projects List, Current Projects List, and Context Based Next Action Lost. It’s great because you can create other notes for anything else also, and can use both the desktop app and mobile app and get them to think. I do already use Asana for some work projects, and love it, but think I’d spend more time “organising” my lists there with tags, etc, than getting things done. Joplin seems great for simplicity, flexibility, and also clear presentation! “To do” notes can also gave a reminder set – I’ve yet to use those, but could see that being useful for infrequent triggers.
Hi, I use iCal and try to put everything on it. I have several calendars: work, personal, child 1, child 2, child 3, husband, Girl Scouts and tentative. Sometimes things are missed when I accept an invite because it goes to google or outlook calendar (oops). I have several emails causing this problem. Question is .. How do I keep my calendar clear with all of this to keep track? With the schools in virtual zoom meetings I need to keep track of 8 zoom meetings each day for all of my kiddos. I have meetings overlapping meetings when everyone’s calendar is clicked on. If I don’t have everyone’s calendar clicked on, I usually miss something or my children miss a class.
Hi Larissa! This is such a great question. You are on the right track!
It sounds like you’re using layers for each area of life which is super helpful. We like to do this, too. 🙂 The things you’re tracking are time sensitive so they do need to be on the calendar, and as the mom, keeping track of the kiddos is important! Are any of the kids old enough to start tracking some of this on their own? You could set reminders to help them while they’re learning but this might be one way you could clear some of your personal calendar space.
The thing we want to clear most from our calendars is routines that are not time sensitive. If the things you’re tracking are indeed date and time sensitive then what you’re doing falls within what we recommend. I hope that helps!
If you’re part of our Mastery program, be sure to join us in the Facebook group! The members there are so supportive and helpful and the may have some other suggestions for you as well. Thanks for being with us!
Above you wrote: I use the trigger calendar to schedule things that are flexible and personal—like naps, Pilates, calling friends on the phone, playing the piano with our children, etc.
Those things don’t have to be done at the designated times, and they don’t involve anyone else, so if my day gets a little crazy, I just turn that calendar “off,” and I can see what needs my focus.
I thought setting up a trigger calendar could help me with my ‘routines’ list – would that be appropriate? Is that how you are using the 2nd layer? (Or where else would ‘Routines’ go on the calendar?) But after fooling around with it, and the different color options on my Google calendar, I’m seeing that the only thing I can actually schedule on this 2nd ‘layer’ are Events. Tasks and Reminders are still all combined as entries, regardless of which calendar I want these on, therefore there is no way to turn one set off without turning all of them off. (Why is that?) So are you saying you enter your ‘triggers’ as Events (e.g., Pilates, naps, etc)? Please clarify. Or if I’m doing something wrong, please set me straight. Thank you.
Great question, Deeni! Generally speaking we recommend that you try to keep routines off of the calendar unless the routine is date/time specific or you need a reminder because that routine is often forgotten. You can create a new calendar or layer and title it Routines. From there you can schedule an event, task, or reminder to help you with remembering your routines. I hope that helps! If you’re part of our Mastery program, this is a great question to ask the group as well. The members there are so supportive and helpful! We’re so glad you’re here!
What if I’m not interested in using a google calendar or having a calendar on my phone, and I don’t have the Franklin calendar where I can put my time non-specific tasks that need to be done? Are there other places I could put those? Like under the notes section of my weekly calendar?
Great question, Anna! The notes section of your weekly calendar could definitely work for those tasks. The key is to have them in a place that is easy for you to see so that they’re not forgotten. I hope that helps! Feel free to reach out to our team with any additional questions you might have, email(at)learndobecome(dot)com. If you’re part of our Mastery program, you can also reach out there. Thanks for being with us!
Having a separate Google calendar for triggers/prompts is a great idea!
Hi,
I am on the calendar step. I use a Google calendar and it works well for me as I almost always have it on me when I am scheduling stuff…so big plus. That said, I am confused about my Next Actions page versus the task list that you refer to using your Franklin calendar for…I was expecting to use my Next Actions page as a sort of calendar/need to do today for my tasks that have more flexibility or “hope to do today.” Do you transfer tasks on this list into your paper planner?
Heather, thanks for asking! Much of our Steps To Everyday Productivity (STEP) program is adaptable to individual circumstances and preferences, this is no exception. 🙂 The Next Actions list was designed to be used for a full week rather than a single day. The key is to find a single place to keep track of those date-specific (but time-flexible) tasks. Try it the way you’ve been envisioning it and make adjustments as needed. I hope that helps! Please reach out with any additional questions that you might have. We’re happy to help! email(at)learndobecome(dot)com
I like your ideas, but I want one calendar only. I’ve been using an old (very old) Outlook calendar. I want a calendar I can carry with me – I’ve tried the Samsung calendar app, and I like it, but I don’t seem to be able to access it from my PC.
So, my question is – is there a calendar app that you like that is available on Android platforms and will sync a phone and a tablet and a pc?
Thanks,
Carl
Hi Carl! Google has a great digital calendar that is available as an app as well as on all of the platforms that you’ve mentioned here. It’s very versatile, and has some great options for layering and color coding if that’s something you want to explore. I hope that’s helpful!
Hi April!
I just joined your course, and I’m loving it so far. I have been using the 43 Folders system for years, until that too became overwhelming…this is probably because as I started becoming lax with the system, I started filing Projects (“Pez Dispensers”) into my days instead of breaking them down. And then when I’d open up the folder for the day, I’d just take the piece of paper with the Project on it and move it to a later date. But anyway—now I can see where I can re-incorporate that beloved and reliable system (when it used to work) back into my life. What are your thoughts about using the 43 Folders System as those calendar layers that are in addition to the main calendar which only houses appointments and non-negotiable deadlines? Have you seen anyone do this? Thank you!
Hi Aparna! This is a great question. 🙂 The 43 folders you’re referring to are what we call the Tickler File. You will definitely want to keep track of those dates and we talk more about that in Module 3 of the program. Please let us know if you have any additional questions. We’re so glad you’re here!
– Which calendar would I put a tentative scheduled date with grandparents. Let’s say it will be on Wednesday, but it is flexible during the day (could be one hour, could be 5, could be AM, could be PM,) so it is not an all day task nor time-specific.
– Bill due dates: a routine or a deadline? Still mark it on the main calendar? Do I put it on the date-specific/time-flexible list as a to-do, or just have a calendar trigger on the main calendar?
– I feel like a digital calendar is easier to get everything on and organize, but I value writing things down – it makes it more real and personal. This means I am torn on whether to try a planner like the Franklin since I love to have it written out, but prefer to see each day’s list digitally. Would it be unwise to have a digital list, but write myself the list each day to take with me?
– Also, Do you advise against having my main digital calendar and copying it onto a physical one for our entryway? I am ok letting go of the paper at this point, though am curious what you would think of having a digital calendar and then when our daughter gets older, have a paper one up that just shows the family events and her personal events on it?
– Thank you for your time and help! This is probably much simpler than I am making it in my head.
Hi, Hanna! Great questions here! The short answer is, make it work for you! There are many members of our STEP program who use a combination of paper and digital options. 🙂
To more specifically answer a few of your questions, bills are a routine but they are also date specific so they may need to be noted on the calendar. You can note it in whichever way makes the most sense to you. The important thing is that you’ll be reminded to pay the bill when it is due.
As for visiting with grandparents, the way this is noted depends on the type of digital or paper planner or calendar you are using. As mentioned in the article, Eric adds them to his Google calendar as all day tasks and April uses a page in her planner. I use an app called Calendars 5 which allows me to add a date to a reminder that shows in a list or on my calendar depending on the view I choose.
As you can see, there are many options available and you can tailor this to work best for your individual circumstances and learning style.
Feel free to reach out with any additional questions you may have. You can always send a message to email(at)learndobecome(dot)com, and if you’re part of our Mastery program we highly recommend joining the Facebook group. The members there are so supportive and helpful! There’s always someone there ready to offer help and to answer questions.
Thanks for being with us!
Hello,
My question is, do you have a separate system for keeping track of projects? Or are you recommending any project with tasks with deadlines (even if it is a personal project) go into the calendar tasks?
I am in the Mastery Program though still waiting to be accepted in the facebook page.
Welcome, Armando! Your request to join the Facebook group has been approved. 🙂 You’ll love it there! The members in the group are so supportive and helpful!
To answer your question, anything that is calendar-related will go on your calendar. Module 3 will talk more about personal projects. We do recommend that you have just one calendar so that you’re not overscheduling yourself. Feel free to reach out with any additional questions in the Facebook group or by sending an email, email(at)learndobecome(dot)com. Happy STEPPing!
I so appreciate all that I am learning about calendars. I use a digital calendar on my phone. It is checked each night & every morning. I also add appointments, meetings, classes, soccer schedules. etc. I am learning to add color to my Google Calendar which I just downloaded a few minutes ago. I am learning all these new things to be more organized. Thanks!
Heather
Heather, this is great! We’re glad to hear that you’re enjoying all that you’re learning. Keep up the good work!!
Just organized my iPhone calendar that is my lifeblood. I always kind of knew I could use different calendars as filters, but never took the time. Now I have colour specific calendars for Important Events (Green), Birthdays and anniversaries (Brown), Appointments (Yellow), Triggers (Purple), and Time-flexible Tasks (Red). I feel so much better knowing I can screen for the day! I went through a whole year of repeated dates. Thanks!
Amazing!! Way to go, Nancy!!
I find it difficult to have everything in one place because my husband and I don’t share calendars. We have a wall calendar that holds family appointments and then I also write that in my google calendar. In that way he can easly see what is coming up and can add things that I may need to know too.
Barbara, that sounds like a great system! The goal is to make sure that everyone knows where to look to see what’s happening. Keep up the good work!!
What if you need a separate calendar/planner setup for a job/business from your home calendar? I have a Passion Planner that I use for my work that has both weekly planner pages and monthly calendar pages. I put all of the personal appointments and/or family things that might affect my ability to do my work on any given day in that Passion Planner on the calendar (and block out the time I think it will take in the weekly planner pages too), and put deadlines for each work “job” on the calendar pages, blocking out time to work on each job in the planner pages.
Then I have Cozi, which is linked to my old Google calendar connected to my personal email address (that I never use anymore because it’s so full of stuff), and that’s where I put all of the family appointments and stuff like that. In order for my family to see it, I (try to) copy those things onto a whiteboard calendar that I have hanging in the kitchen, but I often forget.
If I try to put EVERYTHING from Cozi in the Passion Planner, there won’t be any triggers or anything, because it’s just a digital version of a paper planner–no notifications, bells, whistles, or anything–but I need that visual in order to get my work done in a timely fashion, and carrying around a paper planner is not feasible (I tend to either forget it or not have enough hands/room in a bag/whatever).
Should I just go back to the Google calendar (maybe get something that can copy it onto a digital visual so I don’t have to remember to copy it to the white board every month) for everything? Is it even possible to “block out” times on Google calendar and see them like a weekly paper planner view? I never used it that much before, so I don’t know.
And then there’s the issue of my husband not using Cozi or anything–or if he does, he doesn’t share any appointments that I need to know about (to know if he’s going to be late for dinner or something like that) on Cozi or anything like that. So how do I integrate that sort of thing when I don’t know what’s going on in his calendar/planner?
Hi Darcy! While it’s ideal to have just one central calendar where you can keep track of everything, we understand that there are situations where it’s just not possible. In cases such as these, you want to be clear as to what goes on which calendar so that you’ll know where to find your appointments. Google calendar does have an option to view one week at a time, so that could be a great option for you. You can block out time there as well. As for keeping track of your husband’s schedule, perhaps it would be helpful to have a short, weekly planning session where you can touch base on what’s happening for the upcoming week and mark it in your calendar as well. Hopefully that helps give you a few ideas!
So funny reading other people’s questions- I thought I was the only one overwhelmed by all these choices. Just want to understand- the date specific tasks are different from next actions which can be done anytime correct? And what you are saying is not to put date specific tasks on a calendar as it can clutter up calendar and we just want specific appointments on the calendar that have to happen on a specific time.
So having a task list for a specific day could either be on the digital calendar as an all day event or a list to put in your franklin book or in a paper calendar if there is room outside of the day (I have space in my 8×10 weekly paper calendar) I can refer to. I can see now why using all these tools in conjunction with each other is important. I love the idea of weekly planning and looking at my electronic calendar where I input things and copy them in to my weekly paper calendar so I can see if what I have scheduled is too packed. I also find I can mis input into an electornic calendar but dont make mistakes when its paper. Maybe the routines input electronically can remind me but appointments should go in my paper calendar? But I need my husband to see my calendar electronically and dont like to carry my paper one around. There must be a way to simplify but I do think I need both
Hi Amanda! You’re on the right track! The goal for date-specific tasks is to have one central place where you list them so that you know exactly where to look when you need to know what’s happening. April keeps hers in her Franklin Planner. Eric adds his as all-day tasks on his digital calendar. I keep mine in my Calendars 5 app with a due date so that they pop up in my digital calendar when they’re due. It really boils down to personal preference but again, the goal is to have one central place so you know where to look and to keep the calendar clear from not date/time specific items.
As for sharing your calendar with your husband, most digital calendars now have a way to share information with another person. Many in our STEP community use a hybrid system with some form of paper and digital options. If you’re part of the Mastery program, feel free to reach out to the Facebook group for additional ideas. Happy STEPping!
How do you suggest managing multiple calendars for a team of colleagues–for instance an office where different professionals work together with common clients and multiple meetings may be going on simultaneously involving several people, and you both need to be able to see what meetings are occurring office-wide as well as your own specific meetings and time-bound commitments? I currently toggle between Outlook and Teams for office-related meetings/schedule, as well as a paper calendar to keep track of daily to-do’s, and Asana for some projects where I interact with the team; but I also have a to-do list in the notes section of my Iphone where I keep a more personal master list of projects. It’s a lot and I’d like to simplify, but recognize there are things that are appropriate to have visible to my whole team and things that need to stay visible only to me to avoid creating clutter for others. Thoughts?
Kimberlee, this is such a great question and there are some wonderful tips here in the comments section. The goal is to find a system that works best for you. There may be integrations that could link Outlook and Teams together for easier viewing. You might also consider adding layers and/or setting a clear boundary between what is recorded where so that you know to look for each role in your life. Personal info on your phone, work info on Outlook, etc. If you’re part of our Mastery program, you might consider asking this question in the Facebook group as well. The members there are so supportive and helpful!
I love that Google Calendar now has tasks! So I can truly put everything on ONE calendar. And I can turn off the tasks or any of the calendar layers to just see what my schedule for the day looks like. Keeps it simple and I don’t have to go back and forth between calendars.
Great idea to use the different colors calendars with digital calendars.
After being in the mastery program for 2 1/2 years, I still don’t practice what I’ve learned completely and know exactly why my life gets out of control. So, though I’m getting a better grasp on things, I am going through the modules again. And I discovered for me, when it comes to calendaring, routines or tasks, paper is best for me. But I needed the reminder of what I would need – a monthly calendar, weekly calendar pages, a page or space for my Context-Based Next Actions List and pocket folders. So I am on the hunt for just that. STEP makes me HAPPY!
Super proud of you, Michelle!! 🥳🥳🥳
Will the context-based next actions list overlap with tasks in the calendar?
Heather, thanks for asking! There might be a little overlap but generally speaking, the Context-Based Next Action List will contain things that are not date or time-specific. The Calendar will hold things that are date or time-specific. Hopefully that helps!
Feel free to reach out to our team with any additional questions! If you’re part of our STEP Mastery program then the Facebook group would be a great place to ask your questions as well. Thanks for being with us!
This is one of those things that I’ve known I needed… but you kicked me in the rear to get it done.
I just setup 1Calendar/1Task and it looks to be the cat’s pajamas. Syncs with multiple accounts across services (since work is msft and home is Google, this is huge for me!), plus a separate-but-integrated task list creator that you can turn on and off in the calendar view. Just my .02 as I’m working my way through.
Matt, that sounds like a great option! We’re glad to hear that you’ve found something that will work for you. Keep up the good work!!
Hello! I plan to keep the majority of my command central digital, like Eric. Can you show an example of how he sets an “All Day Task” on his google calendar? I am not familiar with this function. Thank you so much.
Yes! I just put a photo example on Facebook. There is a toggle switch when you create a calendar event, so you can make it for a specific time or all day. 😀 https://www.facebook.com/1563820340569604/posts/3059764254308531/?d=n
I divide each day on my calendar into columns. Two columns have the times written in and appointments there. The other two are organized tasks. I love my paper calendar and I like my system, but I definitely get overwhelmed. After watching the first video, I had the idea to cover the task columns with sticky notes. I will write the MUST DO items on top of the sticky notes. The other things will be underneath if I want to look at them. That’s how I will “turn off a level of my calendar.” 😀
Erin, that’s a GREAT idea! If you’re part of our STEP Mastery program, we’d love to see some pictures of how you have this set up, and how it’s working for you. Keep up the good work!!
I was really interested to find out about ‘layers’ in calendars, only to find I’ve been doing it already lol! I have different coloured calendars for categories of things, and I only put time-specific things in my calendar. I LOVE the idea of using all-day events to put in non-time specific tasks, but my google calendar also has a ‘tasks’ option instead of ‘event’ with the option of timed or all day events so I’ll be experimenting with that too!
I use a planner pad for a lot of things shown in this course. I use it for my location based tasks (in the area at the top). I put my date specific (non-time specific tasks) in the middle area for the day. I do use my google calendar for appointments…but in my planner pad, I use the appointment area for things I want to remember about the day. Almost like a journal. Works for me, but we are all different. Just thought this might help someone. ;D
I’m a little confused about the next action list of tasks vs. the tasks you speak of in this section. I starting using the To Do app for iOS to handle my next actions and have it so that it can accommodate things that go in the 9 folders (most of the 9 folders). If I have a separate to do list associated with my calendar I think things would slip through the cracks. What is your recommendation? Thank you
Great question, Kelly! If none of your tasks are date-specific, you can put them all on a Next Actions list. I find that typically there are a few tasks that HAVE to happen on a certain day. Like, “I need to call the doctor Monday so I can get the lab results before our other appointment.” If that is put on a phone call list, I might not see it until it’s too late–or I won’t be able to differentiate it from all the other calls on there.
So the tasks I write on my daily planner page–which could also go straight on the calendar as all-day tasks–are not negotiable/flexible. They have to be done that day. Then when pockets of time open up throughout the day, I go to my Next Actions list and work from there. Does that make sense?
This sounds great, thank you for sharing! 🙂 I utilize Google calendar and love it, I’d be lost without it lol. I use it for my business; I own a dog daycare and boarding so I color code the dogs’ names that are here and enter the timeframes. I also use the reminders function daily for some routines like taking my vitamins, or I’ll make a reminder for something that I need to do that day and assume a time that I’ll be available to do it. If I’m not available at that time, the reminder stays in my notifications until I get to it. The issue has been rare, but it has happened where that reminder disappears, so I think doing what you’ve recommended here as far as the daily tasks and whatnot being in a separate “All day” calendar may be more beneficial. Also separating my routine reminders would be great since there’s only so much available room to see the daily events at a glance and those take up space. Thank you! 🙂
Due to my work, I have to maintain a work calendar that is only accessible on work devices (work computer and via work app on my phone) I can’t keep personal items here, so I have to maintain a second calendar for my personal items. I really dislike having two calendars, I’m a Franklin Covey devotee since the days of the Franklin Planner and subscribe to the ONE calendar rule… But I can’t do it. Any recommendations from others who have similar situations? Just suck it up is all I’ve come up with. 🙁
Roxanne, thanks for your question! There are definitely others who are in a similar situation. The main thing you want to consider is that you always know where to look when you need to find something. Work stuff, that’s on the work calendar. Home stuff, that’s on the home calendar. Depending on the work that you do, you might consider blocking out work time on your personal calendar so that you’re sure not to overbook yourself. Does that help? If you’re part of our Mastery program, then you might consider reaching out to the Facebook group as well. The members there are so supportive and helpful!
Thank you, it does. I am in the Mastery program, thank you for the suggestion. Will do!
I agree, this concept seems a little confusing but it might just be the way it’s explained. Also, I keep wondering, what is a calendar trigger (thanks to the STEP program I was able to quickly locate my step resources folder and look it up in the STEP dictionary! Yay! Except it isn’t listed LOL) and where do you put your non time/date-specific to-do list with this method?
Here is what has been working pretty well for me and may help someone else as well:
I use a paper planner that I always keep with me. It is divided into monthly, weekly and daily pages so I can choose to see the whole month, the whole week, or the whole day at a glance.
I use erasable colored pens (Pilot Frixion fine liners are the BEST!) for color-coding activities/events with a single dot: date/time specific appointments /events (red), birthdays/anniversaries (pink), my son’s sporting events that we may or may not attend (orange), work/school – I work for the school district (yellow), pet med reminders (green), things related to my husband’s schedule (blue), and personal notes/reminders ie; menstrual cycle, etc (purple). (I think this is essentially the same concept as the calendar layers with digital calendars?)
I place a colored dot on the calendar and make a note of the activity/event on my weekly page in its respective color so I can look at my monthly calendar for a streamlined overview without cluttering it up with notes.
My weekly page holds (with a color coded dot) the details of the monthly calendar along with a to-do section that holds my non-time/date-specific, general to-do list for the week (written in black). Now that I understand how to implement a Next Actions list, I can break that to-do list down here and plan my chores/errands around where I’m going to be that week.
My daily pages are where I write my time-flexible, date-specific reminders such as call Aunt Mary for her birthday, give the dogs their flea/tick medicine, or thaw out meat for dinner. Of course I do write in my time sensitive appointments in red here as well.
I think this is sort of similar to April’s method, but for me seems simpler. I was a little confused by the calendar triggers and where to put your general to-do list. I think digital calendars and reminder apps are so awesome with all that they can do, but for me, if it’s out of sight, it’s out of mind. A paper planner works the best for me and managing it this way seems to help a lot. For some, the color coding may be too much, but I am a visual person and that really simplifies things for me! I really appreciate the Next Actions concept and think this will help organize my ADHD brain even better.
Also, I think that making a daily habit of going through my Immediate Action and Tickler email files to add to my planner will be another win for me. Thanks so much to LDB – I’m 47 years old and am finally starting to feel like a grown up!
Katherine, thank you for this! I love that you’ve found a system that is working well for you. Keep up the good work!!
To answer your question about the non time/date-specific to-do items, they go on your Context-Based Next Action List. You can see part of April’s list on the right-hand side of the picture of her planner. The Context-Based Next Action List isn’t addressed in this post because it’s specific to the calendar. 🙂
As for the definition of “calendar trigger” missing from the STEP Glossary, we listed it as “trigger” rather than “calendar trigger.” It sounds like we might need to add in some clarification! 🙂 Thanks for mentioning it to us!
This makes sense, thanks so much for clarifying! 😊
Uh oh… I have one color for each of the people in my family. My brain just hit a wall, wondering what this change will look like. Do I just add 2 more colors for the other calendars? We’re running out of colors!
Jessica, great question! You could add more colors or you could use your color since these layers will likely apply to you rather than someone else. You will know by their location on the calendar whether they are triggers or appointments. Just a thought! 🙂
For anyone who likes using white boards, I wanted to share what’s been working for me:
For appointments or tasks that have a specific date/time, I use a regular white board calendar. I color code based on if it is an appointment for me, my kids, my husband, or for the household.
Next, I have a weekly white board calendar that has lots of white space below each day of the week Monday through Sunday. I have 2 separate colors – one for tasks that HAVE to be done that day (even if the time is flexible), and another color for things I’d like to get done that day, but could potentially be done later in the week. As I complete a task, I erase it from this weekly calendar. On Sunday night, I plan out everything for the following week, and take note of anything that didn’t get accomplished last week so I can decide if I want to prioritize it this upcoming week or drop it from the list. On Monday morning, I get really excited about the things I want to accomplish, and I feel so satisfied as I move through the week and there’s more empty space on the weekly calendar. Even if it’s been a stressful week, I feel a sense of pride because I the empty space shows everything I unloaded from my plate that week.
Hi! I’m a Franklin Planner fanatic as well. Can remember going to a seminar in college on setting this system up. I’ve been off and on with it depending on the yearly needs. Like 2020…I scrapped using it with all the cancellations in the day to day. I manage my planner with colors for each family member…writing their appts/needs (major ones) on monthly calendar in the planner.
I also have that Main calendar that everyone in the family references. It’s on the side of the fridge and we all know to check there before double checking anything with me. So with the follow up questions that come…this STEP system looks to help with medical, school, work paperwork, etc.
As a suggestion for anyone in the paper world still with planners, I simply take a few pics of my main paper calendar (that’s on the fridge) before a doctor appt/meeting. It gives me that double check I need to have my calendar schedule with me for everyone’s needs. (I do also take my Franklin Planner-but just in case something was missed.)
I LOVE the idea of going to digital. I have attempted many times. After filling in phone calendars and then syncing up then loosing all of that input…I haven’t brought myself to the digital place again. Though I do have my iPhone calendar and check for birthdays linked from social media.
I know the feeling of thinking I needed to carry 2 paper calendars with me everywhere…it’s just the planner now and the pics on the phone. At one time, I would leave everything at home and just tell the dr office or meeting arrangers, I’ll get back with you once I’m home.
Well, that never got done, got forgotten or lost. 😆 I can laugh about that now. I was adding MORE to my to do list…another phone call, maybe leave a message or arrange things.
Hope this helps someone out there who is a visual person, too! I love my colors (carry markers, too) and brightening up my calendar canvas!!
Thanks to all in this STEP program! You’re all an ENORMOUS help!
Stepping with ya…
Teresa😊
Teresa, these are fantastic ideas! Thanks so much for taking the time to share them with us. We’re so glad you’re here!
Thank you so much for helping me recognize and separate out different activities!! It’s made life way easier this past year. I used to have one “To Do List” for everything, but it was a mess of crossed off and undone items. Now I have:
1)Appointments on Google calendar. 2)Softer items on a “to do” list. 3)Projects, broken into manageable parts. 4)Routines tasks.
I like a hand written daily schedule, so I’ve adapted my Rocketbook to include some permanent pages. The headings and templates are of permanent marker. Frixion pens let me fill in the hourly template (column 1) and it won’t smear. At day’s end I can review, wipe column 1 clean with a wet cloth, then schedule the next day on the same template.
A 2nd column “To Do” has slots numbered 1-10 for soft items to address as I see fit. I love wiping those away as I do them, leaving a blank spot to fill in later from a Content Based Next Actions Chart (also in Rocketbook.) A 3rd column has prompts for routine tasks and one time tasks that can go into an open time slot. Routines like “drink water” have their check marks wiped away at the end of the day.
Not sure how to share a photo of the Rocketbook page – but my husband has noticed the improvements in our life! Many thanks!!
This sounds amazing!! Way to go! If you want to post a photo of your Rocketbook page in the community Facebook group (https://LearnDoBecome.com/FBfamily), along with what you shared above, I bet the other members would love it!
I am happy to try google calendar on my phone so it is always with me. However my work uses Outlook. I have managed to import the google calendar into Outlook but I can’t do it the other way round, I believe because of security settings I cannot override. So I will not be able to see work commitments, meetings and appointments on my personal phone, computer or iPad. Any suggestions for this scenario?
Julie, this is a great question!
Here is something that April has shared in the past regarding scenarios such as this, “I think it’s a great idea to keep business and personal separate enough that you don’t feel confused when you’re selecting an item to work on. If your business calendar is full–and the house are totally separate from your family hours, you could definitely keep the calendars separate. You just want to make sure there is zero overlap–so you don’t have to look at TWO calendars. And I’m not sure if you’ve gone through our STEP program yet, but that will help to make your to-do list feel less long. 🙂 So glad to have you here!!”
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And here is some great advice from a fellow STEPper:
I have a work calendar that runs my life ten hours a day, but it doesn’t live on my phone. So my adaptation of your ideas is this:
* Import my personal Google Calendar into my work Outlook calendar
* Create “essential” and “non-essential” calendars in my work Outlook calendar (I already have that in Google)
* Add all-day events from my Google calendars, my “essential” work calendar, and my “non-essential” work calendar for “to-do” items. Mark them as “free” time so they don’t block my schedule.
* Essential “must do” items are marked “MUST-DO” in the title. These are pinned to the top of every day, which makes them super visible.
* During the work day, I use my work calendar, which has *EVERYTHING* available on it. Outside of work hours I see only my Google calendar on my phone, and it has *NOTHING* from work, which is fabulous!
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Will you please let us know if you have any additional questions? You might also consider reaching out to the STEP Mastery Facebook group if you are a Mastery member. The members there are so supportive and helpful! Thanks for being with us!
What does the paper calendar look like with all #1-3 layers?
Hi, Lori! I’m not sure how you would “layer” on a paper calendar but you could use different colored pens or pencils to note different items. I hope that helps!
Hi, I have a question.
I am actually already quite organised digitally, and already have an iCal with only essential appointments and work shifts in it, and a shared calendar layer with my partner. At the moment I have a separate app for general ‘to do’ list. It has everything in it that I should be doing, including repeating tasks etc. But I am a terrible procrastinator- so assigning a task to a specific day for me is not that helpful because the chances are I will do very few of those tasks on the day I hoped I would. My to do list app ends up with an ever increasing list of overdue tasks to the point I then ignore it. If I started putting tasks into my main calendar in their own layer, how would you advise keeping track of what did and did not get done there? I am afraid I would just be duplicating something else to waste time making then ignore.
Hi Lara! I love this question! Eric adds these to his calendar as all-day tasks and then deletes them when they have been completed. Whenever possible, you do want to keep your calendar as clear as possible so that you’re not adding to the overwhelm. I hope that helps! Feel free to reach out to us here or by email with any additional questions, email(at)learndobecome(dot)com. We’re so glad you’re here!
I use Outlook calendar for work and have adapted that for my home life as well. It works well for step 1 and I use the Tasks feature to keep track of my work to-do list and I throw personal things on there as well. It doesn’t seem to allow me to create a second “trigger” calendar (step 2). I put date specific tasks on the Task feature including personal items. Is anyone familiar with Outlook and can offer suggestions?
Kelly, it sounds like you’ve got a great thing going. Hooray! This link may help you figure out how to add another layer to your calendar, https://support.microsoft.com/en-us/office/add-a-calendar-in-outlook-com-or-outlook-on-the-web-6641b635-2797-42ce-a500-597eaef0fd19. Keep up the good work!!
Hi there. I wanted to ask (and I am sorry if this is answered above). I was trying to read thru but started way back and think my question may be more 2022 vs 2018. Anyways. I have used a google calendar for many years and it works great for keeping track of me and all the family appointments/activiites/sports etc. I don’t feel I can add to do items on it but, like the idea of having a calendar of to do items. I currently use to do list by Microsoft. But, I need one that items can be assigned days and then show up on that day when I get to that day. I feel there has to be one out there but, I have not found it. So for example – I need to call the contractor back on a certain day to follow up on something. I know it is next Tues. Currently I can assign it a day but, then it is still listed with my full to do list. (I don’t want to really see it until Tues when I look at Tues to do list. Does that make sense? Does anyone know of an app that can do that? Maybe I need to go back to paper?
Hi Anne, I use Google Calendar much like you do. I have a separate calendar for to do actions and set the calendar reminder for however much time in advance I think I need to prepare. Within this calendar I can also assign tasks a specific color to distinguish their level of. importance. So for instance, when I schedule the follow-up call with the contractor for Monday, I might set the reminder for Sunday evening and then a backup reminder (or alarm on my phone) for Monday morning. If this a high priority or time/date specific task I would color it red so that when I look at the monthly or weekly view it would stand out. Hope that helps!
Hi.
I am so happy to see people here using paper planners. I have tried MULTIPLE times to move to digital calendar, I just can’t. I LOVE writing my appointments and erasing them with a pencil or erasable pen. Like someone mentioned above (Maggie), I use Frixion pens and color code my family – my 2 boys and my husband. My 2 jobs have a fixed time, so I have that weekly frame written on a weekly chart (by hand), with a tab on that page, and that always repeats, and the extras, I just write down. I have used for years the week on 2 pages format, so I write time specific appointments on the left side and to-do’s of the day on the right side. I have a specific color also for laundry so I keep track of how often I wash something. I carry my A5 planner mostly everywhere and I love that at doctors, I just pull it, quickly open on the page and write the appointment. I ALWAYS check my planner. I never worried about sharing a digital calendar with my husband because he travels a lot for business, and I need to be able to do it all. For the important events, I send him an email with the important dates and he passes onto his calendar. The ONLY thing I like the google calendar for, recently, is to have the links for the “4 Weeks to Finished” office hours and classes, because it provides the zoom link to call. I am loving the class. Thank you, LDB staff, for spending your time graciously teaching us things that you already master. It’s really a gift.
I have never used a digital calendar but have used the different pen colors for different people in my family on a paper calendar. Not all of those items required me and as you can imagine the calendar was very full and colorful as a mom of three. I’m hoping to try the digital calendar method and hopefully that will help ease the feeling of overwhelm I’ve been dealing with lately.
This is great! Having digital layers can be really helpful in reducing that overwhelm. We’re cheering for you!
What is the difference between triggers and flexible to do list? That is really confusing to me. I read through these comments, but i found a response that explained that triggers are date specific but flexible in time that day. However, in the post that is how the flexible to do list is described. Help! For example, a birthday call to a family member or friend be on the trigger list and exercising be or practicing piano be on the flexible to do list?
Thanks!! I appreciate the help very much!
I love the idea of the main calendar and date-specific but time flexible items being separate.
Then how do we deal with, or process, the personal items that do not get completed that day? If that’s comin up later, I apologize!
Steph, thanks for this great question! There are variations in how this can be handled. Triggers, also known as reminders, are often set for specific days and/or times of the day. A flexible to-do list contains items that would be nice to do that day, but because they’re flexible, it’s ok if they are moved to another day of the week.
You will want to remember to call your family member on their birthday so that would go on a trigger or time-sensitive list. It’s probably ok if you miss a day of practicing the piano or exercising so that can go on the flexible to-do list. You can also choose what time of day you practice the piano or exercise, so again, it’s flexible.
Both triggers and the time-flexible to-do list could be created either digitally or on paper. Each of us on Team LearnDoBecome does this a little differently. The article you’ve just read shares April’s method. I use Apple Reminders for my triggers, and my flexible to-do list is on a separate calendar layer inside my time blocks.
I hope this helps! Feel free to reach out to us with any additional questions. You can send an email to email(at)learndobecome(dot)com or post in the STEP Mastery Facebook group if you’re a Mastery member. Thanks for being with us!
I use Outlook for email and calendar, with Informant for iPhone syncing. Just letting you know that the Calendar feature in Outlook and Informant allows for date-specific tasks. You can make them be automatically displayed on the bottom of your daily or weekly or even monthly calendar views.
Blessings and thank you!
Claudine
This is great news. Thanks for the tip, Claudine!
I use Calendars 5, which syncs with different calendars I created in Google calendars, each with its own color. My default calendar is my personal calendar, but a drop down allows me to choose different calendars as desired, right when I’m creating events.
For date-but-not- time-specific events, I use the All-Day feature.
For tasks, I use 2Do, which allows me to create Trigger alerts. I generally keep tasks off my calendar altogether.
My next step will be how to incorporate Projects and Next Steps into the entire picture.
So far, so good!
Marla, you’re already on your way. Keep up the good work!!
I bought the STEP program 2 years ago and while I got a lot out of going through it the first time I didn’t actually implement nearly enough. So I’m starting again now with the intent to “go all in”. So I’m familiar with the ideas in this post and am totally on board with why they make sense. (There’s still wrinkles with all of them that need to be sorted out but for the most part 1 and 2 are woking for me on my google calendar). But #3. I *love* writing down lists and crossing stuff off, but I think I might be more successful if I was doing this part of the calendaring process within my digital calendar as well. I read April says Eric adds then as all-day tasks. I tried that the past two days and thought I would like it but I then realized that when I “mark as completed” they disappear! And I just don’t know if my fragile self-esteem can handle them being gone from view with no record of having accomplished a thing! 🙂 I’m kidding, but really, being able to see what I did accomplish or cross off the list that day feels kinda important. Do you know if there’s a way to make those tasks still show up but with some indication they’ve been completed?
Hi, Robyn! We’re so happy to hear that you’re jumping back into the STEP program. This is a great question about date-specific tasks. The ability to see the task after it’s been completed depends on the app that you’re using. If you’re adding the item as a “task” with Google tasks, it will show up on your calendar but disappear once completed. If you add them as “all-day events” they will stay visible until you delete or edit the item.
If you are a member of our STEP Mastery program, you might consider reaching out to the Facebook group to see if they have any additional suggestions. Keep up the good work, Robyn. You’re doing great!
For day specific tasks (but no specific time): I add them on my digital calendar for the correct day at 4 am or 5am or 6 am. Then they are in my line of sight as I look over my day. I know they are not time specific but they are date specific if they are in those early morning spots while I am asleep.
That’s a great idea, Susan! I’m glad you’ve found something that works well for you. Happy STEPping!!
Good morning April. Do you use your context base action list only weekly or do you use this daily? I also like the tips of flexible tasks and placing them on the to do list and plugging them in during g times that you can get to them throughout the day.
I started my new nurse case manager job this week and am trying to incorporate these concepts into my work day. Thanks for all your help. Sue
Hello Sue! Congratulations on your new job! The Context-Based Next Actions List is created/updated weekly, but I look at it every day when I have open pockets of time. That way, by the end of the week, the whole list is usually checked off!
Thank you for clarifying. I was thinking you used this to organize each day to accomplish tasks. I like that you have a week to complete each thing being able to use snippets of time to get tasks done at a reasonable time that makes sense.❤️. I so appreciate you and all you have taught me as a Stepper.
I’m feeling more confused and hung up after reading this. (It seems like a lot of people have been!) Can you provide a picture of what a routines list looks like? Why am I not ordering the day’s tasks by their context, only the Next Actions List? Why are routines and the day’s tasks two separate lists? (Or three, if you include Next Actions?)
Kaitlin, thanks for your question! We’re happy to help. 🙂
We keep routines on a separate list because they are done over and over. This keeps you from having to write them down again and again. You can reference and update the list as needed.
While we’re not able to add images here in the comments, you can check this link in your STEP program to see several examples of routines lists. https://my.learndobecome.com/routines-responsibilities-examples-and-printables/ (Login required.)
The Next Actions List contains time-flexible tasks that need to be done this week. These tasks are often project-related, but they can be one-off tasks as well.
As for the daily, date-specific tasks, what you see on this post demonstrates how April has hers set up. Feel free to make adjustments to best fit your thinking style! I keep my Next Actions List and my date-specific in the Apple Reminders app. This allows me to check the “Today” section to see which tasks need attention and look at my Next Actions list to see them in the proper context. So, I have one list that has different views because of the app I keep it in.
What would be your ideal way of managing these lists?
Question on: Eric’s all day tasks on Google calendar.
I put Tasks as the title and did all day. And repeated daily.
In the notes of that type in my tasks for the day??
Great question! Eric writes each task as an all-day appointment so that he can see everything there at the top. You could do it the way you suggested, though, but I recommend you keep the list as SHORT as possible and only include tasks that HAVE to be done that day. All flexible, optional tasks can be on the Next Actions List. ❤️