Mastering Your Schedule: The Elephant Approach to a Time Management Calendar Strategy

The idea of “eating the elephant one bite at a time” highlights that large tasks become more manageable when broken down into smaller, achievable steps. By avoiding the urge to tackle everything at once and instead focusing on incremental progress, what once seemed impossible becomes attainable. This approach is particularly relevant to time management and effectively using your calendar to enhance productivity.

Recently, several colleagues have remarked on my exceptional organizational skills, particularly my ability to manage my time and calendar (or calendars) effectively. Given the heightened interest in this topic over the past month, I decided to reflect on my process and share it in this blog, with the hope that these insights will benefit others.

In our hybrid work environment, many struggle with interruptions and distractions, even during meetings. Such disruptions significantly detract from one’s ability to concentrate on specific tasks, projects, or meetings. Studies indicate that it can take up to 23 minutes to regain focus after an interruption. To mitigate this, consider informing others that you will respond once your current meeting concludes, for instance, in 30 minutes.

Commit to Your Planning System

Initially, it's crucial to dedicate yourself to staying organized and select a platform you will use regularly. Whether you opt for a digital calendar, a planner, or a mix of both, the essential part is to remain consistent. Begin by scheduling your meetings and allocating time blocks for particular tasks as well!

Color Coding for Clarity

Next, decide on your color coding. For example, I use green for any financial-related meetings, yellow for trainings, purple for personal tasks or appointments, and blue for standard meetings. This visual differentiation helps me quickly identify the nature of my commitments at a glance.

Integrate All Aspects of Your Life

Start adding items into your calendar, including both work and personal tasks. This holistic approach ensures that you don’t overlook any aspect of your life. For instance, I schedule my workout sessions, family time, and even downtime to recharge. You can always set a meeting to "private."

Set Boundaries and Communicate Them

It’s crucial to set boundaries to maintain focus. Let your colleagues know your availability and stick to it. If you’re in a meeting or deep into a project, communicate that you’ll respond to messages once you’re done. This not only helps you stay focused but also sets a precedent for respecting each other’s time.

The Power of Backfilling Time

Another important strategy to use and one I’ve adopted is backfilling time as I progress through my day. This practice helps me track my activities in real-time and provides a clear record for reviewing how long tasks or projects actually take. Backfilling involves recording what you have done after completing each task or meeting, ensuring your calendar reflects both your plans and the reality of your day.

How To Backfill

To implement this, start your day with a clear plan. After completing each task or meeting, note it down in your calendar, including the duration and any significant details. Be honest and detailed, even if tasks take longer than expected. This method enhances awareness of how you spend your time, provides a realistic view of task durations, and helps you stay accountable.

Regular Reviews and Adjustments

Finally, make it a habit to regularly review and adjust your calendar. At the end of each week, spend a few minutes reflecting on what worked and what didn’t. This reflection helps you identify patterns and inefficiencies, allowing you to make necessary adjustments and continuously improve your time management skills. Incorporating backfilling into your routine can significantly enhance your productivity and provide a transparent record of your work.

Example of a Completed Week

By committing to a planning system, using color coding, integrating all aspects of your life, setting boundaries, and regularly reviewing your schedule, you can significantly improve your time management calendar strategy. These strategies have helped me stay organized and focused, and I hope they can do the same for you.

I hope this helps!

Until next time...

Brooke