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How to Organize Your Daily Plans

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Getting Your “To Do” List and Calendar to Work Together 

As is normal, early in a new year there is a lot of focus on being better organized. Looking for new ways to get more done. This has been a topic that has come up in several conversations over the past few weeks. At the same time, there can be a sense of despair, knowing that you’ve been trying to be better organized over and over without much success.  

We all have way more on our to do lists than there is time to get them done. The days come to an end and there’s still things that need to be done and we feel like we’ve failed. 

Last week, we discussed the importance of taking the first next step. It’s about breaking big, overwhelming things down into small, manageable pieces.  

Ultimately, it’s not going to get done if you don’t do something. 

I know this feeling of wanting to do more and not having enough time to do it all. Then we beat ourselves up, frustrated that we didn’t get more done. 

The question is … what are you going to do to change this? 

I don’t know what you’re going to do, but here’s what I do. 

I have a long, long list of things that I want to do. This list covers big dreams I want to do someday like: remodeling and adding on to our home, keeping my truck in “like-new” condition, having a lifted 4×4 project truck, owning properties, having a second home in the mountains. Keep in mind that when these big things are broken down into more detailed lists, each list is pretty big.  

Then there are the lists of everyday work and life. Like spiritual, family, vocation, financial, personal, church, community. Just like the someday lists, these lists are made of more detailed lists. 

How am I ever going to get everything done? 

For me the lists are great. It helps me to keep track of the things I want to do so I don’t forget something. This, however, does not get them done.  

To get them done, I have to do something. But what do I do first? How do I know which things are the most important? 

The answer to this question comes down to choice. You can choose what is the most important to you. This is where I align my thoughts with God’s. What is it He has put me here to do? 

Now that I have a prioritized list, this still doesn’t mean there’s enough time to get everything done. We are limited in the amount of time we have. 

For me, this is where the calendar comes in. People that see my calendar are shocked at how full it is, the detail, and the color. 

I take things from the to do list and plug them into the calendar. I estimate the time I think it will take and schedule accordingly. Sure, things don’t take exactly the time scheduled, but it’s a place to start.  

This is where being flexibly rigid comes in. This is the act of organizing the most important things around the unpredictability of life. 

Next week, we’ll go deeper into the details of how my list and calendar work together. 

The Benefits of Combining Your Calendar and To Do List

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The Strength of These Two Things Together Can Increase Your Productivity

As business owners, entrepreneurs, hardworking employees of companies, and active people, we find ourselves busier than ever during this time of the year. As we approach the end of one year and begin preparing for next, there just isn’t enough time to get everything done. Add to this the Holiday season and everything that goes with this…it can get overwhelming.

As busy people we struggle trying to get everything done. The thing we need to remember is…

We don’t have to get EVERYTHING done.

Instead, we should prioritize our actions and focus on the first next thing. What is the most important thing currently on the list? At the same time we need to remember there is a limited amount of time available.

Recently I had a day that made the importance of a calendar and the limits of time very clear.

I typically have my calendar packed tight. Some of you have seen my calendar and know what I’m talking about. On this particular day, I had no meetings or events scheduled. I was lazy about putting things on the calendar.

As always, I had a long list of things to do. More than I could ever get done. The problem with not having things scheduled on the calendar is…the importance of time available is lost. At the end of that day, I was disappointed in how little I got done. I should have put things on the calendar.

This is why it’s important to use a list and a calendar together.

A calendar is a visual view of the time available. As you put things on the calendar, the day, the week(s) and the future begin to fill up. It’s a gauge for what you can get done. It isn’t an exact science; you already know that some things are going to take longer than you plan for.

Seeing this limited amount of time packed to the point of running over amps up the sense of urgency. This increased urgency improves productivity. It’s a black and white way to see the limited time available, a list of things to do doesn’t show you this.

A calendar is a great way to measure the time you have to do the things on the list.

The purpose of lists is to keep track of things that need to be done. We all have lists of things to do, whether it’s in our head, on paper or electronic. I use OneNote for my lists because of its simplicity, connect-ability, flexibility and options available.

The thing that I like about my OneNote list is that it improves my ability to keep track of the things on the list and allows me to easily move things around and add or remove as things change. And we all know that things never change. 😊

A list is a great way for prioritizing things that need done first and keeping track of the rest.

A calendar is a time focused tool. The “to do list” is just what it says…a list of things to do. These are two different tools, with different purposes and abilities that work well together.

Most of us business owners, entrepreneurs, hardworking employees of companies, and active people want to be more productive. Using these two tools to support each other is a good place to start.