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Using Your Calendar to Maximize Productivity as a Business Leader

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Using Your Calendar to Maximize Productivity as a Business Leader. Are you a business leader with a never-ending to-do list? If yes, you know that managing all aspects of your life can sometimes become overwhelming and even impossible at times. So in this video, you’ll learn how to proactively manage your calendar and increase your productivity while still maintaining your health, personal life, and relationships.

Using Your Calendar to Maximize Productivity as a Business Leader | Beyond Sapiens

Using Your Calendar to Maximize Productivity as a Business Leader – Listen to the Blog

Maximize productivity Through Timeboxing

Let’s start with the fundamentals of effective time management. You may have heard of the famous productivity hack called timeboxing. This means that you schedule specific time blocks into your days so that your empty calendar turns into a productivity system. You will add boxes for routines, work, and other life events in the most optimal way for your lifestyle.

Studies have shown that this is an effective way to build structure into your day, prepare your mind for different tasks and events, and block time for the most important things. Ultimately enabling you to achieve much more. Let’s imagine the situation without any time blocks; here, you are unconsciously communicating to yourself that you are “available” for others or have “free time” whenever there is an empty slot, increasing the risk of finding yourself without dedicated time for focus, workouts, family, or even rest.

So by prioritizing the important aspects of your life first, you ensure that your schedule actually reflects your reality. So, before thinking about different blocks, you must know your main priorities. For us, that is our routines, meals, training, learning, and focused work. If you want to optimize for productivity, we recommend you block focused work sessions into each of your days where you only work on one thing.

Ideally, these sessions would be 90min to 2 hours long because it will take you around 15 min to get into flow, which you optimally can maintain from 1h up to a couple of hours without losing efficiency. Doing this ensures that your most important tasks get done, helping you achieve much more without compromise. 

Work Time & Free Time Separation

Most people work to support their lives, but as a business leader, your job isn’t just what you do. It’s who you are. It’s not 9-to-5. It’s 24/7. If you truly want to make a dent in the universe, there’s no way around that. But how do you stay sane amidst the chaos? That’s where separating work and free time becomes crucial for sustained peak performance.

Reserving a calendar slot to take a walk, go to the gym, or have a fun evening with friends, might seem like a waste of time if you have many other productive things to do. But just as music is not in the notes but in the silence between them, taking time for yourself will allow you to perform even higher and reach your greatest potential more sustainably.

After all, achieving incredible business success while compromising your health and relationships is not what true success looks like. So, what should you do? This depends on your individuality, but based on what I’ve learned and tested throughout the years, the most effective practice is to bookend your days.

This means designating two daily slots you dedicate to yourself and your loved ones. Generally, these slots are as soon as you wake up and right before you sleep, and they should be dedicated to anything revolving around your personal life. At the same time, strictly work-related activities should be banished. A simple way to implement this is to create two calendars; one for work and one for rest & recovery time, each with its specific color. It’s that simple.

You might think calendars are only helpful to schedule productive activities, but taking care of your needs outside work still means being productive in the grand scheme of things. And that’s why it should find a place in your calendar before someone else books your precious slots.

Dedicated Meeting Hours

Have you ever entered a meeting feeling you would rather work on more important things? I am sure we all have had that feeling, and we honestly believe it is only due to lacking time management. Meetings may be a considerable part of your work or something you do more rarely, but this productivity hack will help you whatever the case.

If you want to nurture productivity, focused work, and flow are your best friends. So, jumping from meetings to focused work and back to meetings does not really serve that. What you can do, is dedicate specific “meeting hours” to your day. For example, you can divide your day so that you only take meetings during the second half of the day.

This way, you can entirely focus on your most important work tasks during the first part of the day. Of course, this requires you to commit to your schedule and not accept meetings outside your meeting hours. To succeed with this, we recommend you mark your meeting hours as “available” and the focus times as “booked” so that this is clear for everyone else too.

We know this may sound crazy at first, but I promise most of the time, it will work even though your availability is decreased. This also works as an excellent filter for unimportant meetings; because truly important things will always find a way into your schedule.

This system will help you feel good about your meetings because you know that they’re not disturbing other essential tasks. You will also be able to give much more of yourself when you are 100% present, not multitasking and frustrated. 

Leveraging All Calendar Settings

Calendars are awesome, but you need to leverage their different features and tools to achieve ultimate productivity. Firstly, having multiple calendars is key to keeping track of different aspects of your life. As I previously mentioned, you can create a visual separation between work and personal life and between health & well-being, study, meals, etc.

This helps you understand where you’re investing your time and avoid scheduling conflicts. Let’s now take a closer look at other features. Once you create an event, you can do plenty of things with it. You can set it as recurring, specify the timezone, add others, attach files, etc. These options can save you so much time.

For instance, for an upcoming flight, you can attach your tickets as a PDF and include your seat number in the event details. Or, for a recurring business meeting, you could update the event’s details each week to include the agenda so that everyone can come prepared. Finally, sharing calendars with your colleagues is a great way to ensure team momentum and alignment with upcoming goals.

With these tools, you can take your calendar game to the next level and boost your productivity.

Maximize Productivity

We hope this video helped you learn something new about your calendar and how to use it to achieve maximum productivity. If your business wants to improve productivity, you can always book a free consultation call or read more about our business maximization assessment. You can find all the info about our service on this page.

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