The Power of Starting Afresh: Rethinking Time Management 

In the ever-evolving landscape of business, there’s a phrase that quietly undermines progress and innovation: “We have always done it this way.” These seven words, arguably the most dangerous in business, symbolize a resistance to change and a clinging to the comfort of the familiar. But what if we dared to challenge this status quo? What if we reimagined our approach to time management, beginning with a “blank slate” calendar for the year ahead?

The Case for a Blank Slate

The start of a new year often brings the temptation to slightly tweak and adjust last year’s calendar, shifting around meetings and events in an attempt to optimize our time. But this approach is inherently flawed—it’s based on outdated commitments and past priorities. Imagine, instead, erasing your calendar completely. One of my favorite publications,  Entrepreneur, suggests carefully and intentionally adding back only those events and commitments that truly matter based on where you are today, not where you were yesterday (or last year). This exercise isn’t just about decluttering your schedule; it’s a profound statement about valuing your present needs and goals.

Applying the KISS Method to Calendar Management

The KISS (Keep, Improve, Stop, Start) method offers a structured yet flexible approach to re-aligning our calendars.

• KEEP: Identify the meetings and events that have proven beneficial and align with your current goals and objectives.
• IMPROVE: Look for opportunities to enhance efficiency. Could some meetings be shortened or occur less frequently?
• STOP: Recognize the activities that no longer serve your purpose or contribute to your goals.
• START: Consider new practices or initiatives that could enhance your productivity and satisfaction with the way you are investing your time.

Balancing Creative and Administrative Time

An effective calendar is not just a glorified list of meetings and appointments. It should also include blocks of time for creative thinking, strategic planning, and downtime. The question to ask is not just where work happens – in the office or remotely – but when and how it happens. Ensuring that your schedule includes ample time for both administrative duties and creative endeavors is key to maintaining a healthy professional rhythm.  And if we don’t schedule downtime, we will always choose to add “one more thing” to our schedule,  because the to-do list is never complete. 

Personal Commitments as a Priority

In the pursuit of professional success, personal commitments often take a back seat. Yet, integrating these into your calendar is vital for achieving work-life integration. Start by adding to your calendar personal milestones, family events, and self-care activities; then, schedule work around these activities. This approach not only enhances personal well-being but often leads to increased productivity and professional satisfaction.

Calendar Management Tips

While you are likely familiar with many of the strategies listed below, how many are you actually implementing on a consistent basis?  Consider getting back to the basics in your calendar management approach using these tried and true tactics.
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• Maximize Digital Tools: If your organization uses digital calendar tools, learn to maximize their potential. Color coding and syncing with your family calendar can offer clarity and cohesion.

• Align with Policy and Procedure: Ensure that your calendar reflects the shared policies and procedures of your organization. Understanding and respecting time blocks is crucial for collective efficiency. Lead the way if you manage others, as this is one area where you must walk the talk in order for others to feel empowered in holding their own time boundaries.  

• Combine Digital and Paper: While digital calendars offer convenience, a paper calendar can make your commitments feel more tangible. Writing down your schedule can reinforce your commitments and your investment of time.

• Schedule Time with Yourself: Remember, your calendar is not just for scheduling meetings with others. It is most powerful when it is used to schedule time with yourself, whether for personal tasks, administrative to-do items,  or simply to reflect, rest, and recharge.

Embracing Change: The Path to a Mindful and Adaptive Future

The concept of “We have always done it this way” in business is a barrier to growth and adaptation. By rethinking our approach to time management and embracing flexibility, we can create a schedule that truly reflects our current priorities and lifestyle. It’s time to break free from the shackles of tradition and step into a more mindful and productive way of organizing our time. 

Remember, the calendar you create today is the life you’ll lead tomorrow. Make it count.

Need help creating a productive and effective 2024 calendar? Let’s chat!