Using scheduling software improves time management. But not everyone is making use of this new technology. When you don’t utilize your time management software — it’s similar to having a new Ferrari, but driving it barely five miles under the speed limit.
To unlock a sports car’s ultimate speed, you must understand its engine. You must learn software advantages and how to leverage the power it has to boost your productivity. You’re only getting surface value for your software if you’ve looked at it solely like the Ferrari above — and only been interested in the paint and leather seats. Change how you think about your scheduling software.
Anticipate What Your Software Can Do for Productivity
Living in the moment is exciting but not very productive when you’re thinking about software. So you need to plan if you want to maximize your time using the software. Ask any industry leader or successful entrepreneur how much planning goes into their daily lives — and the same goes with using a piece of software.
You should plan daily, weekly, and monthly by changing your schedule program’s perspective. Above all, with daily planning, you may schedule challenging tasks at times when you know you are more productive. For example, plan all meetings and deadlines weekly. Monthly planning allows you to review your own KPIs and prepare for a more productive month. Meanwhile, your scheduling software lets you and others cooperate and plan together when you all have open times.
Leaders must juggle several jobs, duties, and deadlines. Your scheduling software will also assist in decreasing manager-team misunderstanding and miscommunication. For example, X’s new blog post is due tomorrow morning, with editing by an in-house editor at the end of the day — is that on the editing schedule? You need to have a spot to manage your team’s metrics for your scheduling software. He says the metrics help team leads and managers plan their time for each development cycle.
Even if your profession is vital to your lifestyle, your family and yourself should always come first. According to a Deloitte study, organizations that promote work-life balance see double the employee productivity. Therefore, the most excellent scheduling software encourages work-life balance.
Set aside time for family. Schedule dates with your spouse and your children’s athletic events and recitals. These events should be non-negotiable, and you may arrange them using the same tools you use for your business.
The balance between work and life is much easier to accomplish. Use scheduling strategies that help you maximize your productivity while on the clock. For example, the Pomodoro technique divides work into little blocks with brief pauses in between. Using this scheduling strategy will help you focus better during the day, do more things in less time, and take less work home.
Color Coding for Geeks — Great at-a-Glance Scheduling
A unique color-coding system helps you to comprehend your itinerary quickly. Each item on your timetable can be assigned a different color. Red can be used to highlight important client meetings. For example, yellow can represent longer-term tasks like planning or reporting. Blue may stand for family time, personal obligations, etc. To complete activities faster, you’ll want to establish your schedule’s priority. There are many ways to accomplish this.
Visual cues can help people understand information faster, so go ahead and be colorful. Once you learn your color code, your daily schedule will inform you where and when you need to be. For example, a red light indicates a board meeting that you must prepare for. Consequently, no matter what the event is, a sliver of blue at the end of your schedule will remind you that you can’t work late tonight because you have a family event.
Set Alerts on Scheduling Software
Scheduling an event isn’t always enough — you’re not using scheduling software to its full potential if you don’t set reminders for important events. Therefore, setting up reminders for each meeting or appointment will help you keep track of your schedule. Remember to set an alarm for your travel time as well.
Your reminders will serve as a backup if you forget something or misplace your paper notes. There’s nothing worse than missing a critical meeting or giving the incorrect impression — these types of things damage careers. Use your scheduling program to avoid this.
Reminders can also help you prepare for upcoming occasions. Consequently, a half-hour notice before a big presentation provides you time to gather your thoughts and organize your materials. You should know yourself well enough to see if you need more time than a half hour. That’s all you will need if you have prepared the night before and have everything ready to go for that meeting.
Others to Contact in Scheduling Software
Preparing and attending a meeting where the other party does not show is counterproductive. Both parties must agree on a schedule. Even if you do everything perfectly — there are times when someone may be late or not show up for a meeting. All your planning and organizing will be for naught.
To avoid this, send reminders to folks with whom you have made plans. Most scheduling software allows you to set up reminder messages.
Leaders can create the perfect reminder once and use it for all future engagements for everyone on their team.
People won’t have to worry about colleagues or clients skipping meetings or writing personalized emails every time. They may also share a meeting agenda or a scheduling link to improve collaboration — and the same process and work while managing your hybrid teams’ hybrid work schedules.
We need to cease utilizing our scheduling software for only the basics. Instead, leaders should use this software tool’s array of valuable features to boost productivity companywide.
Start today to make the most of your time. Remember that using your scheduling software — “now” — spelled backward means you’ve “won.”
Image Credit: Vlada Karpovich; Pexels; Thank you!