Stop the Scroll, Start Scheduling: How to Get Things Done with Your Calendar

Do you ever feel like you’re constantly catching up? Despite piles of to-do lists and deadlines, you find yourself mindlessly scrolling through social media instead of actually getting things done.

Don’t beat yourself up. After all, we’ve all experienced it. In today’s digital age, our attention spans are constantly being bombarded by distractions.

Professor Gloria Mark studied people’s attention spans when interacting with screens, in other words, how well they could focus while using their cell phones or tablets. In 2004, the average human spent 2.5 minutes on a device. However, today, that’s down to just 47 seconds.

Imagine, however, if there was a way to finally achieve the elusive state of productivity without being trapped by the endless scroll. The answer lies in a tool you probably already own: your calendar.

With this blog post, you will learn how to turn your calendar from a passive list of appointments into an active weapon against procrastination. Here are some topics we’ll discuss:

• The problem with relying on to-do lists
• It is possible to be more productive with scheduling
• How to create a calendar that works
• Time management tips to keep you on track

From To-Do Lists to Time Blocking: Why Calendars Rule

Most productivity advice revolves around to-do lists. Despite this, they often fall short. The reasons are:

• Overestimation. Often, we miscalculate how long tasks will take, which leads to feeling overwhelmed and discouraged. This is known as the planning fallacy. The phenomenon was first described by Amos Tversky and Daniel Kahneman in 1979.
• Lack of prioritization. Having a long list of things to do can be overwhelming, making starting difficult.
• No sense of time. A list does not consider actual time constraints, leading to unrealistic expectations.

Calendars, however, offer a solution. Why? We can overcome these limitations by scheduling tasks for specific blocks of time. Here’s how:

• Realistic planning. Because we are blocking out dedicated time slots, we must be realistic about how long it will take to finish tasks.
• Prioritization in action. Prioritizing tasks by scheduling them first can help us achieve our goals.
• Time management. We can visualize our time using calendars, preventing overbooking and identifying gaps.

Building Your Powerhouse Calendar: A Step-by-Step Guide

Interested in turning your calendar into a productivity powerhouse? Here are the steps we need to follow:

Get to know your time thieves.

Take a moment to evaluate your current habits before scheduling. Identify what steals your time and prevents you from being productive. Examples include:

• Social media. It’s no secret that social media platforms are addictive. Make an honest assessment of how much time you spend scrolling and consider setting specific times to check these platforms.
• Multitasking. Despite what many people believe, multitasking actually lowers productivity. Don’t divert your attention between various tasks, but instead, schedule one task at a time and give it all your attention.
• Email/notification overload. Disable notifications and set specific times to check your email. This will allow you to stay focused on your tasks without constant interruptions.

Once you identify your time thieves, you can develop strategies for dealing with them. For instance, you may want to consider setting time limits for social media use, using website blockers, or scheduling periods for checking email.

Choose a calendar tool that suits you.

From paper planners to digital apps, there are countless options available. Choose between a physical planner or a digital app that can be integrated with other tools and offers tactile satisfaction.

If you opt for a digital calendar, don’t underestimate its power. The following tools can be integrated with your calendar to help you manage your calendar and boost your productivity:

• Task management apps. With tools like Asana or Trello, you can set deadlines, create tasks, and collaborate with others.
• Time tracking apps. You can track your time using apps like Toggl to discover where you might be losing productivity.
• Calendar integration tools. Most calendar apps, such as Calendar, Google Calendar, and Microsoft Calendar, integrate seamlessly with productivity apps, allowing you to manage tasks and appointments from one place.

Overall, these tools streamline your workflow, help you stay organized, and let you keep track of progress.

Establish your goals.

What are your goals for your calendar? A greater level of productivity? More work-life balance?

You can make better scheduling decisions if you identify your goals.

Take advantage of time blocking.

Time blocking is an effective way to schedule your entire day. You assign specific timeslots to each task rather than having a vague to-do list. As a result, you will be able to stay organized and don’t get distracted or overwhelmed.

To implement time blocking, follow these steps:

• Review your to-do list. The larger the project, the more manageable it will be. As such, break it down into smaller, more manageable pieces.
• Estimate task duration. Don’t underestimate the time it will take to complete each task. Moreover, be prepared for unexpected interruptions by factoring in buffer time.
• Block out time slots. Allocate a specific time slot in your calendar to complete each task.
• Color-code your schedule. By doing so, you’ll be able to visualize different types of activities. Emails, for instance, are displayed in blue, and phone calls are shown in green.

You don’t have to block time rigidly. It’s okay to adjust your schedule throughout the day.

Group similar tasks together.

Rather than multitasking, batch similar tasks to increase productivity. Some examples are as follows:

• Emails. Instead of constantly checking your inbox, schedule a dedicated time to answer emails. Doing this lets you focus solely on responding and avoid switching contexts.
• Phone calls. To minimize interruptions and improve focus, group all calls together into a specific time block.
• Errands. Whenever possible, group errands together to avoid multiple trips and wasted time.

When you batch tasks, you enter a flow state, which is more productive and results in better results. Also, don’t let notifications distract you; turn them off to maximize your productivity.

Schedule breaks and buffer time.

Maintaining focus and preventing burnout can be achieved by scheduling breaks throughout the day. By allowing your brain to rest and recharge, short breaks can actually improve productivity.

Set reminders to make taking breaks easier. Plan short breaks, such as getting up every hour or two, grabbing some water, or taking a deep breath.

Be sure to factor in buffer time as well. After all, unexpected situations will always arise. However, keeping buffer time between tasks will prevent your entire schedule from being derailed by interruptions.

By taking breaks and scheduling buffer time, you show respect for your time and can be more realistic about your daily goals.

Organize your schedule for success.

Don’t overestimate how much you can accomplish in a day. In addition, you shouldn’t underestimate how long it takes to complete a task as well.

In particular, setting priorities keeps you focused on the most critical tasks first, which is crucial for meeting deadlines. Prioritizing allows you to allocate your time and energy efficiently, preventing burnout and last-minute stress. As a result, better decisions can be made, and productivity is improved.

Make it visual.

To make your schedule more visually appealing and easier to understand, color-code or use symbols to categorize tasks

Beyond Scheduling: Maintaining Momentum

Now, you have a calendar optimized for productivity. To maintain momentum, follow these steps:

• Review regularly. Review your calendar daily or weekly to keep it up-to-date. Adjust as needed, depending on your workload and priorities.
• Celebrate your accomplishments. Pat yourself on the back. Completing scheduled tasks on time reinforces the power of planning.
• Be flexible. Unexpected events will inevitably occur if you need to adjust your schedule strategically to minimize disruptions.
• Track your progress: Monitor how well your calendar system is working. Make adjustments as necessary to optimize your productivity.

Stop the Scroll, Start Scheduling: A More Fulfilling Life

By utilizing calendar scheduling, you can control your time more effectively. You will no longer feel overwhelmed by to-do lists and endless scrolling through social media. What you’ll find instead is:

• Accomplishing more. To achieve tangible results, schedule clarity is essential.
• Reducing stress. You can approach tasks calmly and reduce anxiety when you have a plan.
• Enhancing work-life balance. It’s essential to block time for personal activities to avoid neglecting your health.
• Feeling empowered. By taking control of your schedule, you feel more empowered and accomplished.

Instead of making endless to-do lists, embrace the power of scheduling. You can harness the power of your calendar if you know how to use it. Learn how to do your Calendar — you’ll love yourself for the effort, and it changes everything. It means you are planning and making room in your life to do what you must do AND what you WANT to do. It’s the schedule and the plan that makes this work. You can do this!

So what are you waiting for? Schedule your success today

FAQs

What does this mean? Stop the scroll and start scheduling.

In this philosophy, you take control of your time by actively scheduling goals and tasks in your calendar rather than passively consuming information (scrolling)

Why should I switch to scheduling?

Some of the benefits are as follows:

• Increased focus. By scheduling tasks, you can prioritize them and reduce decision fatigue
• Improved time management. You’ll be able to see your week visually and avoid overbooking
• Boosted productivity. When you block time for tasks, you’re more likely to get into a flow state
• Reduced stress. Anxiety can be alleviated by knowing what needs to be done and when

What can I schedule?

There are almost no limitations to what you can schedule! Some ideas are as follows:

• Work tasks. Projects can be broken down into steps with specific times assigned for each one.
• Personal errands. Whether it’s an appointment, a workout, or grocery shopping, schedule it.
• Deep work sessions. Set aside uninterrupted time for focused work.
• Breaks. To avoid burnout, schedule short breaks throughout the day.
• Social events. Don’t forget to schedule time for family and friends to catch up.

How do I get started?

• Take the time to review your to-do list. Sort and categorize all your tasks by priority.
• Estimate time. Be realistic about the time it takes to complete each task.
• Choose the right calendar. Depending on your needs, you can use an app or a physical planner.
• Schedule task. Identify time slots based on the priority and estimated duration of each task.
• Review and adjust. Don’t be rigid about your schedule, and adjust it as needed.

I struggle to estimate task times! What can I do?

Make a point of tracking your time for at least a few days. Doing this will give you a better sense of how long tasks take. You can also use buffer time between tasks to account for unexpected delays.

What if something unexpected comes up?

The unexpected happens! Instead of freaking out, be sure to review your schedule regularly and reschedule tasks as necessary. Remember, being flexible and prioritizing are key.

Image Credit: Mike van Schoonderwalt; Pexels