Become a Scheduling Guru: Tips to Maximize Time and Master Your Calendar | Cheryl B. Engelhardt | Skillshare

Become a Scheduling Guru: Tips to Maximize Time and Master Your Calendar

Cheryl B. Engelhardt, Music Business, Creation & Branding

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4 Lessons (14m)
    • 1. Why use a calendar?

    • 2. Calendar Tips and Tricks

    • 3. Integrity with your calendar

    • 4. Summary and last thoughts

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About This Class

Ever wonder how busy people do it all? From dropping off kids to jobs to client calls to fitting in fitness to making dinner? It all comes down to scheduling. A master of their schedule will be able to expand their life, rather than become overwhelmed by it. This quick and easy course is meant for people who want to gain more free time, become more effective and productive in their work, and create ease around using a calendar system. 


1. Why use a calendar?: So take a look at a calendar. Here's mine. I'm working in Apple's I kao. I think Google Calendar works fairly similarly to this one. So let's talk about why, why you should even have a calendar in the first place, whether it's paper calendar or like I said, a Google or Aikau. The first part is to develop a strategy when you actually put things into writing, you can see over time what you're accomplishing, what you're working towards. And it's not like throwing spaghetti against the wall and seeing what sticks you're actually working with. Intention. The second reason is to really incorporate free time and to build in wellness for yourself . So whether that's, you know, taking a shower, grabbing some coffee, doing some yoga in the morning or building in some Netflix binging time, whatever you need to take care of the part that really needs to relax, build that in so that you are you're taking care of yourself. We can get really overwhelmed with being motivated when we're scheduling are weak, but then when it actually comes to doing the work, if we plan too much, then we're kind of shooting ourselves in the foot, so you want to take responsibility for what you know you need. The third thing is you want to get really clear that your to do list is going to exist in reality, meaning it's not just gonna be on a sheet of paper towels or a napkin or something that you lose. It's actually going into your calendar, and this is kind of a new concept for a lot of people that I talked to. So we'll dig into this a little bit more, but basically anything you know you need to do. You need to put it into time, so you need to schedule time to do that thing, or it's just going to stay on your to do list and not get done. Last reason that I really loved Teoh have a calendar that's digital specifically is. I can share it with my family so my husband and I share certain calendars with each other. I see his work schedule, and as you can see here, I can click Silas work and I start to see things show up that are important to him and likewise, he can see some of my work schedules and then I have other calendars, which we'll get into how we organize calendars that I keep to myself. You know, I don't want to say go by Silas his birthday present and have him see that. So we'll get into how weaken, schedule and sink things with family members to make the calendar system worked really smoothly for you. Overall, the point is to have a bigger life and to expand your life in. The only way to do that is to be the master of your schedule. And in order to do that, you have to have integrity with yourself and integrity. And with this schedule and that this calendar, it's really a relationship. You're developing a love love relationship with your counter, treating it with respect, doing things that you say you will do, trusting yourself, the person who scheduled the stuff last week or whenever you whenever it is that you schedule. So we're going to get into some of the details and logistics of had actually work this counter, but that's a little bit of the why 2. Calendar Tips and Tricks: you're gonna go through a bunch of different tricks and techniques to really utilise and optimize your schedule and your calendar system. Like I said, I'm using Apple's Aikau. You can do this in Google calendar any other calendar system that you really like to use, even if it is on paper. I know some people still really like using paper. The whole point is that your get to see something in reality, and it's what you are creating with intention. So first thing I always like to start to do is I like to look at my week and say what I really want to have done by the end of this week, and I usually do this Sunday nights. I'm at a conference, as you can see on this calendar here, So I moved my schedule next week to Monday. But you can always click and drag that and move it around. I take I give myself about an hour. It usually doesn't take more than 1/2 an hour. Um, if I know what I want to have done, and I and I schedule it quickly, so schedule in time to make your schedule is the first step here like I've done here. Sunday nights are a great time to do that. Um, you know, before you're going to bed or before you have dinner, Something where you're not, you know, someplace where you're not going to be stressing out about. It's not gonna keep you up at night thinking about all the stuff you have to do. I generally try not to do it right before bed. So then you're gonna look ahead. What do I want to have done by next Sunday? What's going to make a difference for me in my career and what I'm working towards that that's really the key here, is you looking ahead and knowing the things that you need to do in order to get those things done. So then look, work backwards. Okay? If I want to have a deal with a licensing agent by this time next Monday, what is that? What does that mean? All right. That means that I need to do some research. I need to find some people that I want to pitch to. So if that was the case, I would quick here, make a new event and say research, licensing agents the next thing I would need to do is actually send emails or call those people. So I would schedule that in next the next day call. And let's be specific here, Call up to 10 agents and then was the next thing that I need to dio All right, I need to do some follow up. I'm going to give a couple days for that follow up. So I'm gonna do follow up on Friday. Already created a new event here. This is gonna be follow up with agents You may have noticed here that those are were all defaulted to this peach color. That's because when I put in this new events, it automatically went to my to do counter. I could have selected a different calendar if we create a new event here. This is LA blah, blah events. But this is a really important global. Often it's a social appointment that I have with a friend of mine. So then I would select that colander, or I could have selected my business or piano lessons. You can see that I have a whole bunch of calendars here you don't actually want. That's originally that as you can see over here. This is where my calendars live. Some of them are active. Some of them are not these air Google calendars that I'm not using and the important thing about knowing what color's air for what calendar is so that you can take a quick glance at her counter and look at is my weak, balanced and my focusing on 11 thing Onley, which sometimes you know you got a big project. You've got to really focus in on that one project, which I get for me as a freelancer and as a musician. I really like to see balance. So I like to see the pink in the blue and the purple and the the yellow, which is theater and the green, which is lessons and things with my husband, which are purple and, you know, pink things, which are leadership courses. And so, you know, there's all sorts of different colors. When I look at a week like this, I'm like, OK, this is this. There's a lot going on, but there's a lot of balance. There's a lot of different things, a lot of different people that I'll be meeting with and that just really adds a lot to the fulfillment that I have. I try to make sure that I don't have more than five and no less than three important things for me to do each day. You know, things come up, people call, you get opportunities, you get jobs that need a quick turnaround. Things were going to move around, and that's completely fine. You see, I have got a bunch of gaps in here that's completely fine. I do schedule in my travel time. So make sure that when you get really excited about scheduling stuff, you and you leave all this blank space for wellness for taking a break, that it doesn't get eaten up with travel time. So here's how to add travel time here. So I've added it over here in my young Frankenstein, Um, in a musical takes me 45 minutes, so I click on the timing in the middle there and travel time. It says, five minutes, 15 months, 30 minutes. I'm gonna do custom. It is 45 minutes. This is OK, so then it adds in the 45 minute. So again click in the timing right here and travel time Oh, it actually knows the address so it can tell me that it's technically 39 minutes. Look at that. So I will just click 39 minutes there. That's kind of cool. He has the map and everything. So there you can do that. There's another way that I like to make sure that I'm reminded about events that are happening even if it's just a quick little ding to say, Hey, you said that you were gonna work out this sheet music thing in the calendar, actually have my preferences preferences set to go to my to do calendar, and then I get a alert five minutes before every single events. So no matter what I put in my calendar, I will get a little ding. I don't need to set a reminder on my phone. I don't need to set an alarm automatically. My aikau is gonna do that forming, which is awesome, and it's super easy, and I don't even need to think about it. I always try to have one frog per week. What is a frog if you're taking any other? My workflow courses. You know that the frog is the one thing that you know will make a difference for your career by the end of the week, but you do not want to do it. It's that thing that you know you have to dio, and it's not getting off your to do list. It's been there. It's going to stay there. So for me, my frog is this Prep my new graphics course and doing a graphic scores for musicians. Stay tuned for that, and I have been putting this off and putting it out of putting it off. So finally, I put it in to my calendar here, and the deal that I have with myself is do die or dissolve. So that means after I moved this three times, I'm like, I'm not gonna do it here. I'm gonna move it over here. Yep, we're gonna put their and if each week I move this this little event, that's what I call the frog three times the third time, I either have to do it. I have to take it off my calendar. As in, I plan on never doing it or it might actually be too lofty of a thing. Prep new graphics for the course. It actually used to be post new course now post new course. That's kind of overwhelming, like I need to prep the course. I need to write an outline. I need to record it. I need to edit it. There's like four or five other tasks that I need to schedule in before I can actually post it. So I just hadn't worded it powerfully for myself. So I decided to dissolve that in two separate actions, starting with the new graphics course. 3. Integrity with your calendar: all right. Now let's talk about this relationship with your calendar. Integrity, integrity, Technically, is doing what you say. You're gonna dio right on time, so you need to have integrity with yourself. So the Sunday night self, whose schedules this whole week is someone who is looking at what it's gonna take to have a great week. Right? So when it comes to, let's say, Thursday at 5:15 p.m. And I just had three kids teaching piano lessons or voice lessons to and I don't want to go put into my data sheet that the lesson notes, What am I thinking? I don't want to do that. I'll do it next week or I'll do it tomorrow. But you know what? Tomorrow is totally booked up. So 5 15 comes along. I have to say, you know it. Cheryl from Sunday knew that this was gonna be something important to do to keep me on track with having my lessons organized. I actually need to do this, and instead of letting my feelings like I don't feel like doing this, have any say whatsoever? I'm actually just going to say, Oh, my calendar, you know, the past version of me things that I need to do this right out, and I trust that. So, you know, I'm just gonna get off my butt and I'm going to do it and it's gonna be done, and then that's it. So have integrity with yourself, with the self that scheduled this week and then have integrity with the calendar. When the calendar says, OK, now it's time to do this. It's time to do that. And don't let your feelings dictate what you get done and what you don't get done. You know what you're up to. You know the intentions that you have for your week, so don't let anything else get in the way of that, including yourself. 4. Summary and last thoughts: Okay, so we talked about balance and colors and different ways to work under counter. By the way, the sneaky I I kao way too change a counter is too quick on the counter. If you want the color to change and go apple I or command I and you get this little in info show up. You can click on this color menu here and you can click on the other color and then you can change. You know, you can drag this little pointer around and change the colors to anything that you want When you're done, just say OK, but having but a boom. There you go. So this is how I get my customized colors and it syncs up with my phone and my iPad and the color. The calendars that I've chosen sync up with my husband's calendar on his computer, and it's all kind of hunky dorey. So we've built in some time for wellness. We've built in some free time we built in travel time. You have alert alerts going on. Some of these events are recurring, like the my scheduling. My next week is a recurring events. It should be a recurring event. Let's see stars. And does it happen next week? Does There it is. Repeats weekly. You can click their repeat. You can change every week, every month. Um, every year, all sorts of fun stuff. I have a recurring call here, you know, So you can really make this work so that every week you don't have to put in brand new things, So make sure that you're smart with your time, find the balance and be clear on your intention for your week, and you're going to start seeing time show up. I promise you, as soon as I started scheduling my life like this, giving some space but also being really intentional with what I put in my calendar, I stopped putting a stop doing things that just didn't matter. Things that made me feel busy but weren't actually effective for my career. So as soon as you start putting things in your calendar that are important to you and are going to make a difference for your career, you're going to stop doing the busy work. You're gonna stop doing things that don't matter. Thank you so much for being with me and for taking a looking into your calendar. I am. I'm really excited to see how this works for you and see how you adapt it to your lifestyle and stay tuned for more courses on similar stuff.