Scheduling events is a passion of mine. Perhaps that's one of the reasons I feel cut out for the event industry. Event professionals often live by a timeline, strive to check off their to-do lists, and schedule meetings like it's a massive puzzle. Scheduling events for the year is a basic part of my job, and juggling this alongside life can prove to be an interesting challenge. I love that I know what I'm working towards throughout the year and what needs to be done day-to-day.
To keep everything straight it's important to have a good calendar. This can be done using an electronic calendar or paper calendar. In college, I lived by my paper calendar, it was my bible for running my life. If I happened to lose the calendar, I would essentially become a lost puppy! Over time, I managed to migrate to an Outlook Calendar, which syncs nicely with my phone. Now my entire calendar is in the palm of my hand at all times. Now if the technology fails, I'm back to being a lost puppy, just like losing the paper calendar in college.
So why have a calendar? What are the benefits?
Time Management
I believe that everyone needs a lesson in time management every once in awhile. No matter what profession you have, it seems that these days we are all searching for the magical answer about how to better manage our time. A calendar is a great way to keep track of your time. You can use your calendar, not only to schedule meetings, but also to create work blocks. If I'm working on a project that requires my full attention, I'll sometimes put a hold on my calendar for a personal work block. This allows me to better manage my time and doesn't allow anyone else to schedule anything during that time. It's a win-win!
Communication
Because we all use one basic calendar at work it makes it easy to view everyone's schedule. We can look at our co-workers' calendars and see the blocks of free time that they might have to schedule a meeting, or pop in on them in their office.
I use my calendar not only for work, but with my family too. If there is something that I want my husband or mother-in-law to know I invite them using my calendar appointment. This allows them to plan their days accordingly too. Fostering good communication is essential when running a business and a household!
A Calendar Never Forgets
Unlike us as humans, a calendar will never forget that important appointment. I find as a work style that there are so many things I need to remember during the day, that sometimes a meeting will slip my mind. However, if I put it in my calendar I am assured that I will be notified about the upcoming meeting and will not forget. Having the visual reminder about my calendar throughout the week is key to helping me plan my days.
Notifications
The best part about my calendar are the alerts that I get on my desktop. Typically, 15 minutes before a meeting is scheduled to start I receive a notification both on my phone and at my computer. I can then dismiss it or have it remind me again in 5 or 10 minutes.
Avoiding Over Scheduling or Overbooking
As a society, we are over scheduled and sometimes double booked. A good calendar allows us to schedule ourselves appropriately. Now the technology cannot do it all. It certainly isn't gong to tell us that we have too many meetings in a day, but it will show you a visual picture of what your week or month looks like, and can help you make a decision about whether or not to attend a conference, or an outing. If you've been away from home for awhile, then maybe a restful weekend is what you need, or if you've been working hard, then maybe you should treat yourself to dinner with friends.
At work, I have both my Outlook calendar and dry erase calendar. The purpose of the Outlook calendar shows me the meetings I have on a daily basis, but the dry erase calendar has a macro view of the entire year. I have a similar paper calendar that I've instituted at home to show my family when I have programs scheduled. Everyone can write on it to include their own events and potential vacations.
Conclusion
Personally, I live by my calendar, it keeps me organized. I get a rush trying to schedule various meetings between events I'm running and weekend outings with friends and family.
So, what works for you to keep everything straight in your life? Do you have an electronic calendar or paper calendar? Maybe you have some tips to share! Or maybe you're against a calendar completely, tell me about it! Leave me a message in the comments!