The Productivity Show

23 Calendar Tips and Tricks To Get Organized (TPS521)

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Did you know your humble calendar can become a secret weapon for staying on top of life?

In this episode, we’re revealing 23 game-changing tips and tricks to help you master your schedule and boost your productivity like never before.

Whether you’re juggling work, school, or personal projects, these strategies will help you maximize every hour, making your calendar work for you, not the other way around.

Get 40% off a Calm Premium subscription at Calm.com/TPS.

Get an additional 15% off an annual membership at MASTERCLASS.com/tps.

You can find links to everything that we share in the show notes at theproductivityshow.com/.

Cheat Sheet:

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  • Top 3 Productivity Resources [2:41]
  • Tip 1: Use Emojis as prefixes [4:01]
  • Tip 2: Integrate your work and personal calendar [5:43]
  • Tip 3: Have a family calendar for the household – digital and/or analog! [7:26]
  • Tip 4: Use default reminder settings [8:41]
  • Tip 5: If you’ve been using a calendar tool for a long time, you might have missed some new features [9:35]
  • Tip 6: Schedule buffer time [10:47]
  • Tip 7: Schedule travel time (for those who are late often) [11:45]
  • Tip 8: Have meeting-free days on the calendar [17:02]
  • Tip 9: Rule of 3: 3 blocks on the calendar for deep work [17:57]
  • Tip 10: Add links to notes for agendas [19:38]
  • Tip 11: Always add an address for easy copy & paste [20:29]
  • Tip 12: Add Zoom link to the location field too [21:41]
  • Tip 13: Have a weekly or daily review scheduled [22:58]
  • Tip 14: Use scheduler tool [23:40]
  • Tip 15: Know at least three shortcuts for calendars [25:10]
  • Tip 16: Add a calendar widget to your home screen for a quick glance [26:10]
  • Tip 17: Enable multiple time zones and week numbers to your calendar [27:03]
  • Tip 18: Integrate your calendar with your todo list [28:34]
  • Tip 19: Add recurring bills (that cannot be automated) as recurring events [29:07]
  • Tip 20: Use Doodle for event polling to see when everyone is available for a meeting [30:23]
  • Tip 21: Have contacts synced with the calendar (tagging, inviting, birthdays) [31:06]
  • Tip 22: Fantastical: put the next appointment in your menu bar [32:15]
  • Tip 23: If your calendar app supports it, copy & paste events [33:23]
    • Links:
    • Calm
    • Masterclass
    • 25X Productivity Coaching
    • Fantastical
    • Calendly
    • Ninja CREAMi Ice Cream Maker
    • Productivity Academy
    • The Productivity Show on Youtube
    • The Productivity Show Youtube Clips
    • Become a member of TPS+
    • Take the Productivity Quiz

      • If you enjoyed this episode, follow the podcast on Apple Podcasts, Spotify, Stitcher, Overcast, Pocket Casts or your favorite podcast player. It’s easy, you’ll get new episodes automatically, and it also helps the show. You can also leave a review!

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