Yearly Review Part 2 – Calendar Management

calendarThe second most important thing to do at the end of each year is to assess how you have allocated your time. This is critical because time is your most valuable asset. There are only 24 hours in a day and therefore you need to make the most of each one of those hours.

To complete my Yearly Review I schedule my calendar for the new year. I schedule all of my recurring meetings to stop recurring at the end of the year so I will have a blank calendar in the new year. This way I get to reassess the value of those meetings.

Open your calendar and look back at your recurring meetings. Were they worth the time you invested in them? I’ll bet they started out with the best of intentions and actually provided value but over time, they decayed into less value. Take a critical look at your recurring meetings and ask yourself if they continue to be worth the time investment.  Ideally, you will delete these from your calendar. If you’re not comfortable with removing them, then maybe you can reduce their  recurrence from daily to weekly or weekly to every other week.

The next thing you need to do is to schedule your priorities. This is absolutely critical! If you don’t schedule your priorities, your calendar will get filled up with other stuff and you wont be spending your time on the highest value items. Schedule the things that really matter first. For me, this is my family time, my weekly review, priority projects, 1:1s with my direct reports and any major commitments I may have.

Schedule these items in the morning and don’t make them more than 90 minutes. Why? Because if you schedule them in the morning and you get “overtaken by events” and have to do something else you can bump a lower priority item off later in the day. Also, there is ample evidence showing that people’s energy, concentration and effectiveness is greater in the morning than the afternoon. There is also lots of evidence that after an hour and a half people’s effectiveness drops off significantly so if you have a large project you are much better scheduling multiple 90 appointments than to try to slog thru a multiple hour task.

Schedule multiple 30 minute appointments to process you “inboxes.” For most people this is email but if your honest with yourself you have multiple incoming queues of stuff. If you follow GTD then you have your “unprocessed” queue of stuff. You may have an “inbox” on your desk, you may have incoming calls, you may have RSS feeds, you may have the incoming stream of social media or other incoming queues of “stuff” that needs to be processed. Schedule time to process your  stuff to zero.

Once you have added these items to your calendar, then whatever free blocks of time are left can be filled with meetings and other lower priority items.

How do you manager your calendar?

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About Michael Keithley
Digital Transformation CIO and Public Speaker. Previously, CIO at Creative Artists Agency

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