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I Can’t Keep Up! Six Principles For Using Your Calendar To Get More Done

Over my years I have seen many leaders at all levels struggle to get things done either having to work late evenings and weekends or missing deadlines altogether. As I have spoken to these leaders, they just consider it part of the job, unable or unwilling to do anything about it. I found myself early in my career doing the exact same thing; setting unrealistic expectations and killing myself trying to meet them, only to have a limited success rate of delivering on time. I hated that hamster wheel.

The good news is that you don’t have to accept this as the status quo. Here are six simple principles to gain better control of your work and be more aware of what you are doing:

1. Make your to-do list a “done” list – It is common to keep a to-do list. My approach is to apply four changes to the prototype to-do list:

• Express what needs to be done in terms of the final deliverable, not the action to produce it – For example, instead of saying, “Look for hotels in Venice,” say, “Decide and book a hotel in Venice.” The wording focuses on a definite end of the activity, against something that does not have a definite end.
• Add a date when the deed must be done – By adding the due date, you by default prioritize when something needs to be done, which is the same as prioritizing the list.
• Add an urgent/non-urgent indicator – By adding the urgent/non-urgent indicator, you are forced to think not only about those things that need to be dealt with immediately, but also about those that are important but not needed immediately.
• Break women down into deliveries that can be completed within a normal working week – For larger deliveries that may take more than a week to produce, break the deliveries into smaller deliveries that can reasonably be completed in a week. For example, if you have a task called “produce a competitor report,” break the deliverable down into smaller deliverables that match the report’s table of contents, ie, “Create a strengths and weaknesses analysis for each competitor.”

2. Make sure your calendar includes everything that consumes time in your day, not just meetings – I’ve seen countless examples of people just putting meetings with others on their calendars, making their days packed with meetings, then burning the midnight oil to get non-meeting work done. Any activity that consumes time in your day — meetings, work time, personal time, professional development or other activities — deserves time scheduled on your calendar.

3. Schedule a recurring Friday afternoon progress and planning meeting with yourself – Near the end of your day on Friday, clear 30 minutes on your calendar to do three things:

• Review what you have committed to do – For those things you committed to doing in the previous week, look at what you actually did. For those items that you either didn’t finish or spent more than your allotted time to complete, ask yourself why. Were you too optimistic? Did you let yourself get distracted? Was there a legitimate activity that was a higher priority? Doing a retrospective analysis of your planned versus actual activity will help you be more realistic in future planning.
• Plan your calendar for the coming week – This is the time to review your “to do” list for urgent and non-urgent deliverables that need to be completed and put the work time to produce the deliverables into your calendar. It’s important to be realistic with yourself about how long it will take to complete the deliverables and not set yourself up for failure. Remember to make sure your calendar includes everyone an activity that consumes time in your day.
• Document what you plan to do for the next week – For things you commit to, update your Friday planning meeting for next week to include the women you will review in a week.

4. Make tough calendar choices – If there just aren’t enough hours in the week to get things done, look at what needs to change. Maybe it’s a change in due date or changing or postponing other items on your calendar that take up time. Whatever the case may be, be prepared to make some decisions about what you do and who you date.

5. Find a hidden time in your calendar – Are there meetings you just don’t need to attend? Are there hour-long meetings that can be done in 30 minutes? Can the frequency of recurring meetings be reduced? Can some things be done through offline communication, ie email? Ask yourself where time spent in meetings can be reduced or eliminated without a materially adverse business impact.

6. Remember you own your calendar, it doesn’t own you – Sure things can happen during the week that might change what you do (or when you do it). Don’t beat yourself up if it happens, just look at the frequency and reasons behind the changes. If they happen exceptionally due to unforeseen work hitting your plate, then accept it as part of the job. If they happen often, then maybe you are either not realistic in your planning or you allow yourself to get distracted. It’s up to you to decide, just be honest with yourself.

A common thread running through these principles is discipline. You can put the most intentional techniques in place, but if you don’t follow them, you’re condemning yourself to emails at midnight. Give serious consideration to the principles, put your spin on them and act on them.

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