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5 Potential Barriers to Automated Appointment-Making

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5 Potential Barriers to Automated Appointment-Making

Automated scheduling makes life for appointment-based businesses so much easier. However, that may not be the case for all your clients. There are some potential accessibility barriers that every business must be aware of, especially when moving most of their operations to an online platform.

The Americans with Disabilities Act was signed into law in 1990 to help eliminate everyday discrimination against people with disabilities. This includes barriers to employment, schooling, and working with businesses. The internet has helped a lot of people with disabilities accomplish great things, but there are still struggles to overcome. Businesses should take the following factors into account as a strong first step toward making online scheduling available to all:

1. Visibility

The most common disability you’ll come across when operating online is visual impairments. There a variety of different issues that may affect your customers, each with its own required solutions:

Low Vision

There are lots of factors that can contribute to low vision, from cataracts and astigmatism to simple aging of the body. Individuals with low vision will struggle with small bodies of text, complex fonts, and poor spacing between words. Minor tweaks to your website and online appointment software, as well as enabling text enlargement as a feature, will accommodate their needs.

Some of your customers may be legally blind, rendering all the text and images on your website inaccessible to them. These individuals typically rely on screen readers to navigate the internet, getting all their information from sound. Read through your appointment process and see how each heading and set of instructions sounds in your head. If everything flows smoothly, you should be in the clear. 

Color Blindness

The average person can clearly distinguish different colors. Those who suffer from color blindness, though, lack such perception. This can be a challenge for them in many aspects of life, including working through websites that rely on color signals for navigation.

For example, red is a common color used to indicate an error in a form field that’s needed to finalize an appointment. Red can be a tricky color for many color blind people to identify, causing them to miss the details that require their attention. Using textures or symbols alongside colors will help direct them just as well as any other customer. 

Light Sensitivity

Some people are really sensitive to light, which can make it difficult for them to navigate your website if it includes bright colors. Many apps include a “dark mode” setting for this very purpose. Replacing white with black is a simple tactic that can make all the difference for those with high light sensitivity. 

You might think that adjusting the brightness on a device is enough, but don’t count on it. When looking to comply with ADA regulations, go above and beyond to meet the needs of every customer you serve. 

2. Hearing Impairments

While the internet is considered to be a primarily visual medium, there are certain aspects that only function with an auditory component. You might not realize that you’re alienating those with hearing impairments until you revisit your website with a fresh perspective. 

Does your website have a video that’s used to explain how your appointment software works? If you do, make sure that those with hearing impairments receive equal direction. Enable closed captioning or provide a transcript of the video so that all the information can be read as well as heard.

3. Dyslexia

Contrary to popular belief, dyslexia is not a visual problem. It’s considered a language-based learning disability that makes reading and writing a challenge. People with dyslexia are just as smart as anyone else. However, their brains have a harder time connecting letters and words together when reading things like your appointment booking portal.

Simple fonts such as Ariel are easier to process. Avoid using italics if possible, as this can cause letters to run together or seem foreign. In addition, videos and images can guide those with dyslexia through your appointment booking software if you make them an option. 

4. Motor Function

Motor skill disabilities pose another potential obstacle to online appointment booking. Trying to operate a sensitive mouse or trackpad can be frustrating for customers with even minor struggles with motor functions. Your job as a business is to make website navigation and appointment booking as easy as possible for everyone.

This demographic normally gets by through keyboard commands rather than a trackpad or touchy mouse. Make sure customers can navigate through your appointment booking software by using arrow keys and shortcuts. Even customers with perfect motor skills will appreciate having several options for website navigation. 

5. Sensory and Memory Issues

Ever experienced a sensory overload? When there’s too much going on in your vicinity, it’s practically impossible to focus. People with sensory processing issues can experience such sensory overload all too easily. If your online booking software is too loud and busy, it can be too overwhelming for these individuals to schedule appointments online.

There are also those with short-term memory problems who will struggle with a long and complicated booking process. Take time to evaluate how your online booking software can be simplified to cater to both of these types of customers, as well as anyone else who might simply be in a hurry. 

There are many unique disabilities and hardships that each of your customers push through on a daily basis. Get to know them so that you can serve them better, both through your online appointment software and your in-house service. You’ll feel a greater sense of satisfaction knowing that no customer will be turned away or feel discouraged when interacting with your business.

10 Activities for Your Inner Outdoorsman

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10 Activities for Your Inner Outdoorsman

Sheltering in place for many long months has taken its toll. Now that the warm weather is finally here, it’s time to get outside! Your Calendar is just itching for you to fill it with some outdoor activities.

Activities for Your Inner Outdoorsman

Your inner outdoorsman might need some waking up after hibernating for the winter or from living in the city for too long. Luckily, there are a number of activities suited for everyone from the biggest homebodies to the backwoods enthusiasts:

1. Camping

Need to get away for a weekend? A camping trip will do just the trick. There should be at least one campground within driving distance from where you live, yet far enough away that you feel like you’re on an expedition.

If you’re unable to travel or just don’t feel like completely roughing it, camp out in the backyard. This can be just as fun, especially with small children who don’t travel well. Besides, camping within walking distance from the kitchen is the best of both worlds.

2. Hiking

The great thing about hiking is that you can go at your own pace. There are trails of varying difficulties so you can go on a calm afternoon stroll one day and get in a solid uphill workout on the next. You can also decide just how long you want to hike, simply turning around when you’re feeling ready to head back home.

If you live in the concrete jungle without access to nearby hiking trails, look for greenbelts and parks with walkways instead. These are beautiful and accessible places to talk a walk or go on a jog by yourself or with family.

3. Rock Climbing

Daredevils around the world chase the thrill of summiting the largest and most difficult peaks they can find. There’s a great sense of accomplishment that comes from completing a rigorous climb and enjoying the spectacular view of your achievement.

The reality is that not many people are willing and able to participate in outdoor rock climbing. However, you can have just as much fun doing some indoor rock climbing. Your innermost outdoorsmen will be just as entertained, and you’ll be much safer all the while.

4. Biking

You’ve heard the saying “it’s as easy as riding a bike”. There’s a reason this phrase has been around for so long; you never truly forget how to ride a bike. Put that to the test by saddling up for a bike ride.

There are varying degrees of biking for everyone from aspiring Olympic athletes to parents looking to unplug their kids from video games. You can take a mountain bike to hit the trails, get a street bike for some intense exercise, or take the family on a Sunday ride with whatever wheels you got. Biking can even replace your commute to work if you’re within riding distance.

5. Bird Watching

Want to enjoy the great outdoors without feeling like you’re only trying to survive? Give bird watching a try. This activity surrounds you with nature but encourages you to stay as still as possible instead of hiking up a mountainside.

Many bird watchers take a guidebook and a set of binoculars and try to spot as many species as they can. To take the hobby up a notch, grab a camera and work on your photography skills. The pictures you take will make a wonderful record of the time you’ve spent outdoors.

6. Golf

Another way to get outdoors without expending too much energy is to play a round of golf. You can get a good walk in or enjoy a ride in a golf cart, one of the best forms of transportation out there.

Most golf courses are immaculate. Groundskeepers do an excellent job keeping everything green and luscious. You’ll almost feel like you’re walking through a field in the woods instead of on controlled, manicured grounds.

7. Water Sports

You don’t always have to be a landlubber to be an outdoorsman. You’re depriving yourself of a lot of great experiences if you stay away from the many lakes and rivers in our country.

For the adrenaline junkies, white water rafting is one of the most exhilarating water activities you can find. For a calmer experience, take a canoe or a paddleboard onto a serene lake.

8. Archery

Archery has come a long way since it was first invented. Before it was a method of self-defense and survival. Today, it’s an outdoorsman hobby for testing technique and accuracy.

The reason that archery falls so far down the list is that it’s a fairly expensive hobby. Quality bows aren’t cheap, although arrows are reusable and targets can be made at home. You might be able to find a local archery range that allows you to rent bows and a range to give it a try before making a full commitment. If they offer archery classes, add one to your Calendar for some beginner instruction.

9. Fishing

There aren’t many activities as therapeutic as fishing. Minimal effort is required to set up a pole and wait for the fish to bite. After casting your line you can sit back in a chair and read a book or let your eyes rest for a moment.

If you have reliable data, you can even get some work done while at the fishing pond. Take the time to catch up on emails or schedule a phone call in your Calendar for the time you’re out fishing. Just make sure that work doesn’t completely overtake your outdoor experience so it feels like you’re still getting away.

10. Horseback Riding

Can you imagine a time before cars? While today people will commute many miles just to and from work, many years ago the distance a horse could ride was your limit. Getting back to those deep American roots will be sure to bring out that inner outdoorsman of yours.

There’s nothing quite like riding a horse. Commanding such a powerful animal is an experience not many can say they’ve had in today’s world. Setting up a horseback ride in your Calendar for a picnic or just to feel the wind in your hair is an event you won’t soon forget.

Pick a couple of these outdoor activities to add to your Calendar. Use up your weekends and afternoons to get out and experience the world while you can.

10 Activities for Your Inner Outdoorsman was originally published on Calendar by .

7 Simple Ways to Make Team Meetings Count

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7 Simple Ways to Make Team Meetings Count

Team meetings play a traditional and sometimes obligatory role in office culture, but that doesn’t mean they’re appreciated.

On the contrary, a recent Harris poll revealed that 46 percent of employees would prefer to do anything else other than sit in a status meeting. Seventeen percent said they would rather watch paint dry. Yikes.

Transforming those counter-productive meetings into meaningful ones is no mean feat, but in this post, I’ll share seven simple tips ways to make team meetings count.

1. Keep it Casual

Instead of being an extension of office life, attending a team meeting should feel like you’re taking a breather from your work.

To make that feeling a reality for your workforce, try setting a more casual tone in your team meetings by starting with an interactive game, a quick story, or even a joke. However, be wary of being overly relaxed, lest your important team meetings become nothing more than social gatherings.

2. Ditch The Chairs

To further set your team meetings apart from the daily grind, empty out the chairs from your meeting room and have stand-up meetings instead.

Not only does standing up encourage engagement, but it also reduces meeting times by up to 34%, so your team can spend less time in meetings and more time producing results.

3. Refresh the Agenda

If your agenda rarely changes, you can’t expect anything other than stale meetings.

To keep your employees engaged, refresh your agendas with relevant issues, industry news, and new strategies that can help the company on micro and macro levels.

But whatever you do, don’t invent talking points in order to “fill up” your agenda. If nothing needs to be discussed, then so be it.

4. Rotate The Leader

Each meeting should be led by one person for the sake of efficiency. Rotating that leader will give your team meetings the variety they desperately need.

You’ll want to write up a short guideline for different leaders to follow, but ultimately, you should let your employees volunteer and enjoy the experience of leading a meeting.

However, if the meeting is being held in order to make an urgent decision, be sure that the leader is also a high-ranking decision-maker.

4. Celebrate Successes

If your company wins a new contract or an employee reaches a personal milestone — celebrate it.

Team meetings help make up the culture and personality of your brand, and if you aren’t marking the big occasions with some celebratory cake, you’re sowing the seeds for a disjointed workforce.

This also applies to project post-mortem meetings, where it’s best to end on a congratulatory note.

5. Get Feedback

Surveying your employees is perhaps the most efficient way to optimize your team meetings.

  • Ask them about what they want to discuss
  • How they want to discuss it
  • What suggestions they would make in order to make team meetings more enjoyable and useful

6. End With a Summary

Even when they’re kept short and sweet, your employees will typically forget the key points of a meeting by the time they return to their workstations.

To ensure that your employees are going back to work with the meeting’s most valuable advice in mind, spend thirty seconds at the end of each meeting summarizing the key takeaways.

7. Make Meetings Rare

Although team meetings can be made fun, productive, and inspiring; nobody can dispute that it is not real work.

I suggest you take a leaf out of 37Signals’ book and keep team meetings to a minimum. They prefer to make use of email and IM to communicate. As they say, “every minute spent outside of the meeting room is a minute you can get real work done instead.”

Make Team Meetings Count for Your Team

The disdain for team meetings is almost universal among employees.

But if your company can make team meetings enjoyable and meaningful, you’ll be set apart from your competitors. This can only be a good thing when your workforce inevitably shares stories about your company on platforms like GlassDoor.

How does your company approach team meetings?

Leveling Up Your Respect for Your Customers’ Time

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Leveling Up Your Respect for Your Customers’ Time

They say that time is money. The problem is that while you can make back your money, you can’t regain lost time. That’s one reason respecting your customers’ time is one of the most important things your business should strive for. 

Customers who feel that they and their time are respected will more likely remain loyal to your business. Loyal customers increase revenue, reduce turnover, and provide referrals that will further grow your business. Here’s how you can make sure you’re respecting the time of every customer who walks through your doors:

Always Start Appointments on Schedule

When your customers commit to an appointment, they’re offering up their precious time to your business. Starting every appointment on time shows them that you respect the time commitment they make. 

There are many reasons why an appointment might start late. An employee might get stuck in traffic, or the previous customer might be tardy, pushing subsequent appointments back a few minutes. You can avoid delaying the next appointment’s start time by scheduling some wiggle room between appointment slots. Alternatively, you might have one of your employees begin serving the customer — bringing them a beverage or handling their paperwork — until their scheduled service provider is available.

Send Reminders in Advance

Reminders are one of the most effective tools businesses can use to prevent no-shows and late arrivals from happening. However, when you send the reminder is also important. Reminding customers about their appointment only an hour beforehand isn’t likely to be the most effective approach. 

The best reminders are the ones customers can set themselves. Some will prefer those last-minute reminders, but many others will want their reminders a day or even a week in advance. Provide reminder flexibility through your online appointment software so each reminder notification can be customized for maximum effectiveness. 

Prioritize the Customer

Running a business involves a lot of moving parts. Responsibilities may include back-office roles like payroll, HR, and more. As important as these aspects of a business are, customer needs should always be the priority unless there’s an emergency in another department.

For example, let’s say you’re in charge of running a dentist’s office. There are supplies to be ordered and hygienists’ schedules to be arranged, but you have a customer waiting at the front desk. How will they feel if you put them on the back burner? From their perspective, they’re being neglected, which will not result in good reviews of your business or recommendations to their friends. 

Make it a point to help out every customer before turning to other tasks or dealing with co-workers. If you have issues balancing back-office tasks with customer interactions, consider increasing your workforce to close the gap. 

Constantly Seek Efficiency

Respecting your customers’ time goes behind assisting them on a daily basis. You should constantly seek to improve your business’s efficiency to help future customers save even more time. 

Online appointment software is an excellent example of increasing efficiency to respect your customers’ time. Using online software, booking and managing appointments is faster and easier than ever. Customers don’t need to call in to schedule each of their appointments and can even book them after business hours. 

Optimizing your business operations will also show you value the time customers lend to you. Perhaps the paperwork you have patients fill out before their appointments causes bookings to run longer than expected. Look for ways to digitize these forms so they can be completed faster — and preferably only once — for the benefit of everyone interacting with your business. 

Focus on Communication

Ask any team leader, teacher, or couple, and they’ll all tell you the same thing: Communication is key to success. There are two ways communication will help you respect your customers’ time. 

First, ask your customers how they think you can better respect their time. Simple surveys sent after appointments will give you the answers you need. Customer feedback regarding a specific aspect of your business, perhaps the check-in process, will direct you to the exact area that needs improvement.

Second, focus on team communication. A hair salon is a great example of how good team communication ensures a pleasant booking. Let’s say a guest arrives and shares some special requests at the front desk. If those aren’t passed along to the stylist, guests will waste time repeating the same things over again. 

Resolve Problems Quickly

Even when you’re trying your best, mistakes will happen. Appointments will run late, details will get misplaced, and your internet might even go down. How quickly and effectively you resolve problems is another way you show your customers that their time and satisfaction are important to you.

Here’s a scenario that you may have encountered before. At the end of an appointment, a customer comes up to the front desk with a problem — perhaps their parking didn’t get validated at their last appointment, or they’re not receiving appointment reminders. By the time your team has come up with a solution, the customer has become frustrated with their entire experience, even though everything prior to that point ran smoothly. 

Focus on teaching your employees problem-solving and critical thinking skills. While you can’t expect every problem to have an immediate solution, employees will be prepared to handle most potential holdups that cost your customers valuable time. 

When you show respect to your customers, they will reciprocate. This is vital for appointment-based businesses that require timeliness and cooperation to function efficiently. By embracing these tips, you’ll be on your way to better respecting your customers’ time — and they’ll know it.

Calendar Analytics Tell How You Use Your Time

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Calendar Analytics Tell How You Use Your Time

How are you using your time at work? How are you using your time at home? If you don’t measure these analytics on yourself — you really don’t know! Did you make your to-do list for today? Is a to-do list the way you measure your success — a checked-off list? But what if you really took ten times longer to do — or accomplish that to-do list than you really wanted to take? You won’t know the answers to these questions in your life and work unless you use Calendar Analytics to tell you the truth about yourself.

Calendar Analytics Tell How You Use Your Time

Did you know that businesses waste an estimated $37 billion on ineffective meetings annually? Yes, that’s billions, not millions, of dollars lost simply due to inefficiency. You can keep yourself and your business out of the equation by using Calendar to master your time management.

Every time you use your Calendar to plan meetings, track hours, or organize your day, it’s working behind the scenes to make time management easier for you. The secret is Calendar Analytics, part of your dashboard that calculates how you’re using your time. With this insight, you can better tell how your time should be spent to be more productive and efficient:

Meeting Distribution

Start by looking at the distribution of your meetings. When you plan a meeting in your Calendar, it gets archived into an analytics bank. With enough data, you will be able to see where you’re spending the most time and will be able to make adjustments accordingly.

For example, you might look at your time analytics and see that half of your meetings are set up with your sales team. You might not have noticed the attention you’ve been giving one department over the others and can take the steps necessary to plan more meetings with your other teams.

Your Calendar will also keep track of meeting size as well as the rate at which invitees accept or reject your meeting invitations. These numbers will help you organize more effective meetings and save time doing so.

Location Recommendations

You can waste up to 30 minutes a day simply looking for a place to hold a meeting. While picking the right location is rewarding, all that lost time will hurt you in the long run. With Calendar Analytics, you can save that time and put it to better use.

When you plan a meeting in your Calendar, include the location where it takes place.  Your Calendar will track where your meetings occur most frequently and will make recommendations to you based on when and where your next meetings are located.

After a little bit, Calendar Analytics will develop a system that will save you plenty of time when it comes to planning meetings — and executing on your plan. The time you would spend looking for the perfect restaurant to meet a client can instead be used to prepare your sales pitch or respond to the last of your emails.

People Analytics

Just as important as how you’re spending your time is who you’re spending it with. People analytics show who you’re meeting with the most by analyzing the people invited to your Calendar events. As an example, you might realize that you haven’t scheduled a one-to-one meeting with one of your employees in a while, and they’re due for a meeting with you.

People analytics, like all time management tools, extends beyond the office. How much time are you spending with your spouse and family? If you see their ranking drop on your list of people you’ve been meeting with, it’s time to plan some more family activities to improve your work-life balance.

Time Balance

Speaking of balance, there’s nothing time analytics do better than help you get your life on track. Anywhere you feel like your efforts need to be focused better can use the help of time analytics to tighten up. Whether that’s spending more time with family or getting more exercise, your Calendar can help you.

Keep track of when you complete certain activities and their duration. The more you’re able to track, the better. For example, tracking the hours you spend watching Netflix will give you concrete evidence that you’re spending more time on the couch than you’d like. Use the information you find from evidence to change your life by scheduling your time differently. Lower your binge-watching time by adding time to read or go on a walk in your Calendar to replace it.

Your Calendar will display your time usage in percentages at first glance, but you can look at the hours and minutes you spend in particular meetings and activities as well. Set goals on what you want to accomplish, like a certain number of hours spent at the park with your kids a week, and use your analytics to gauge your progress.

Team Analytics

Calendar analytics work so much better when your whole team is on board. Everyone’s Calendars will work together to make team meetings a breeze and office productivity increase. As a leader, you’ll be able to direct your employees so much better with personalized time analytics for each person.

Make sure you’re scheduling those one-on-one meetings with your employees with regularity. Have them come prepared with their Calendar analytics. An overview is fine if they have personal family information included in their Calendar. Talk with them about how their time is being used and how they can improve. Perhaps they need a better morning schedule or to pick a closer restaurant for their next lunch break.

In addition, you can share your Calendar as an example of how time analytics helps you use your time more effectively. For this to be an effective teaching moment, you need to be using your Calendar diligently; otherwise, you won’t make much of an impact. Strive to set the example with time management as the leader of your organization.

You’ll be amazed by everything you’re able to accomplish by using Calendar analytics to structure your everyday life. Not only will you be able to fit so much more into your schedule, but you’ll also feel less stressed as you plan things out and create the perfect balance.

Calendar Analytics Tell How You Use Your Time was originally published on Calendar by Hunter Meine.

10 Time Management Skills Every Person Should Cultivate

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10 Time Management Skills Every Person Should Cultivate

To be successful, everyone needs to continue to add to their skillsets. Each entrepreneur, startup, and small business will have its set of “how-tos” that are vital. Then there will be the set of skills that are the essential ones to know.  Search your business and become the best you can at your particular business space. Time management will assist you forever in getting better at performing your tasks. Here are 10 excellent time management skills every person should cultivate.

We also have essential life skills everyone should know. Examples include:

  • Housekeeping skills — basic home repairs, cleaning after yourself, and knowing how to cook at least one signature dish.
  • Survival skills — knowing how to change a tire, administrative basic first aid, and living without electronic for more than an hour.
  • Professional skills — minimum skills required; writing a resume, networking, preparing for an interview, and negotiating a raise.
  • Money management skills — being able to create and stick to a budget and calculating a tip.
  • Self-awareness and relationship skills — knowing your strengths and weaknesses, basic etiquette, being respectful, and learning how to communicate.

Those possessing these skills will get further in life — you can’t respond to life events well without some of the basics. But, they also make life more fulfilling and can give you a little self-confidence boost. However, one set of skills that often get overlooked are those related to time management.

Some of these greater and lesser skills go hand-in-hand with each other. For example, being respectful of others motivates you to arrive on-time and never keep people waiting. However, for the most part, when it comes to time management, it’s in a category on its own.

So, if you’re ready to manage your time effectively, here are the 10-time management skills every person should have.

1. Plan your day around priorities and goals.

The most successful and productive people are well aware that they must address both essential and urgent matters daily. Here’s their secret though; they how to balance the two.

It’s definitely an art to master this juggling act. But, it’s possible when you know what priorities need your attention to know and what can be dealt with at another time. To assist you with this, you can use the Eisenhower Matrix. This Matrix is where you evaluate all of your tasks and separate them as follows:

  • Urgent and vital — these you’ll do immediately since they are pushing you closer to achieving a goal.
  • Important, but not urgent — tasks that can be scheduled for later.
  • Urgent, but not important — these the things that can be delegated.
  • Neither urgent nor important — these are the tasks that can be deleted altogether.

According to Calendar’s Howie Jones, the secret behind an amazing time management strategy is able “to systematically focus on importance and suppress urgency.”

Once you’ve identified your priorities, you should schedule them when you have the most energy and focus — or, in other words, when you’re “in the zone.” For most of us, that’s in the morning. Also, completing your most important task of the day in the morning gives you the momentum to tackle the rest of the items on your to-do list. If a priority or goal is a big one, break it up into more manageable chunks.

2. Effectively use your time.

There are a couple of ways to effectively use your time. The first is being more present and giving your full attention to what deserves it at this moment. For example, you can’t be engaged in a conversation or meeting when you keep looking at your phone every time you receive a message. It’s not only disrespectful, but it could also cause you to miss an essential piece of information or not being an active participant.

The other way to effectively use your time is to get creative. Let’s say that you’re sitting in a waiting room for an appointment or meeting. There might be a TV with a talk show that you stare at because it’s there. Or, you could get sucked into mindless social media nonsense. Either way, that time you were sitting, there could have been used to catch-up on your emails or the latest industry news.

3. Schedule it, do it and forget it.

“No one can multitask, even people who pride themselves on their ability to do so,” writes Angela Ruth in a previous Calendar article. Research shows that multitasking cuts efficient and even raises risks.

“Avoid the temptation to multitask by scheduling time to handle batches of small tasks throughout the day,” suggests Angela. “For example, set one time during the morning and one time during the afternoon to answer emails, then ignore the inbox outside those windows. Schedule a couple of short breaks to avoid burnout and maintain focus.”

What’s more, you can eliminate indecisiveness “by setting deadlines on when to make final choices.” It could be as simple as making a phone call to a vendor by Friday morning or settling on a flight in the next 10 minutes. “Get into the habit of acting on available information to cut down on unnecessary balking. If the decision isn’t correct — you can pivot just as quickly.”

4. Become a master-batcher.

Speaking of multitasking, did you know that productivity decreases by 40% when we attempt to focus on more than one thing at a time? That’s because according to Peter Bregman

In a piece for The Harvard Business Review, we’re not multitasking. “We switch-task, rapidly shifting from one thing to another, interrupting ourselves unproductively, and losing time in the process.”

The most effective way around this is not just focusing on one thing at a time. It’s grouping similar tasks together and knocking them out at the same time. Instead of checking your email and social media feeds every time you receive a notification, don’t allow yourself to check more than three times a day. Check once before jumping into work, right after lunch, and at the end of your workday.

5. Pencil in time for distractions and interruptions.

Batching is also a great way to handle distractions. Turn your phone off while working and don’t worry that you’re missing something important. You’ll be confident in this action because you know you’ve planned to check your phone when it’s time. However, no matter how hard you try, distractions and interruptions are inevitable.

One way to manage these distractions is to add blocks of free time into your schedule. So, if a co-worker wants to speak with you, let them know that you currently not available to chat. But you can talk to them at one pm.

Another perk of this is if there’s an emergency. For example, you were zoned in on your work when suddenly a frantic knock on your door interrupts you. A colleague lets you know that the company network has been compromised. Something this important needs your immediate attention. Once it’s resolved, you can use that free block of time to go back to work without completely getting your schedule off-track.

6. Stop biting off more than you can chew.

There are a variety of reasons why you may be tempted to overextend yourself. At work, you pick-up extra hours or take on a new project because you want the extra money or don’t want to upset your boss. Socially, you accept every social invite because of FOMO.

The reality is that if you already have a full schedule, spreading yourself too thin could have some repercussions like scheduling conflicts or delivering subpar work. And, as previously discussed, it prevents you from focusing on your priorities.

7. Add “no” to your vocabulary.

“I honestly believe that the main reason why time is an issue for so many of us is that we can’t say ‘no’ says Howie Jones. “We can’t turn out an invite to an unproductive meeting or social event. And, we can’t tell others that we already have enough work to focus on and can’t take on any more responsibilities.”

The downside to this is that if you’re always saying “yes,” “then you’re letting other people take control of your time.”

While I get why “no” isn’t a word we like to say, you don’t want anyone to be offended; it has to become a part of your vocabulary. And, you can accomplish that, without ticking anyone off, y doing the following:

  • Be transparent and upfront. Don’t lie or make excuses. People will understand if you’ve already made a social commitment or have a full workload.
  • Don’t initially fully commit. “Let’s say someone invites you to lunch. You don’t have to accept or reject the request immediately,” adds Jones. “Tell your caller that you have to check your calendar and you’ll get back to them before the end of the day tomorrow.”
  • Offer alternative solutions. You may be booked solid for the next two weeks. If there are openings three weeks from now, ask your client to meet then, for example. If not, refer them to a colleague.
  • Always be polite and professional. “Simply saying ‘thanks’ can go a long way.”

8. Develop your emotional intelligence.

Emotional intelligence can be defined as “the ability to identify and manage your own emotions and the emotions of others.” What does that have to do with time management? Well, EI can assist you with problem-solving, calm you down, and improve your communication skills — all of which can be applied to time management. For example, when you frustrated, it’s almost impossible to give your full attention to the task you’re currently working on.

Moreover, those with strong EI possess qualities like not being a perfectionist and being able to balance life and work. Also, EI can help you establish boundaries, maintain motivation, and be more aware of what your strengths and weaknesses are.

Overall, improving your EI can help you stay focused on completing your most productive tasks. Make sure that functions are aligned with your goals.

9. Learn how to delegate and outsource.

Remember the Eisenhower Matrix that you used to help you determine your priorities? If you recall, it also encouraged you to hand-off specific responsibilities to others. These are usually essential tasks that aren’t exactly worthy of your time.

For example, you could hire a service to clean your home or office. Spend the saved time on more productive areas like building your business or spending time with your family. If you don’t enjoy writing, but there’s an employee who does, you could ask them to take over your company’s blog.

Just keep in mind that delegation isn’t handing off all of your responsibilities to someone else. It’s assigning the right work to the right people so that you can open up sometime in your schedule.

10. Find a time management technique that works for you.

Finally, experiment with different time management techniques that work best for you. I’ve mentioned the Eisenhower Matrix several times. While that could be helpful for a lot of people, it may not be sufficient for you. Instead, approaches like the Pomodoro Technique, Getting Things Done Technique, Rapid Planning Method, or Pareto Principle may be better suited for you.

Don’t expect you to solve all of your time management issues overnight. It’s a process that involves some trial and error. And, most importantly, it’s continually working on and improving upon your skills until you get it just right.

Approaching Walk-Ins as an Appointment-Based Business

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Approaching Walk-Ins as an Appointment-Based Business

How does your appointment-based business work to meet the needs of your customers? Do you have an appointment-only policy, or do you handle a mixture of walk-ins and appointments daily?

Many businesses operate by scheduling appointments, such as healthcare providers, spas, salons, and veterinary clinics, to name a few. Having an appointment serves both the client and the business in several ways. First, the client knows when they come into the business, they have a specific time to be seen. It can also make several things within the business structure easier to manage. Understanding things such as staffing, planning out your day, and revenue expectations are just a few examples. 

The problem with an appointment-only approach is that it does not account for late customers and no-shows. That last one is no small matter: one study found that up to 42% of customers skip their appointments.

By allowing for walk-ins, your business can fill the gaps in your schedule that those missed appointments leave behind. You can also add revenue, gain new customers, and create future brand loyalty. 

Although walk-ins can offer great benefits, they can also interrupt what your business had planned for the day. If you don’t manage them properly, walk-ins can result in longer wait times and poor customer service. So how do you manage time slots for walk-ins within your appointment-based business?

The following six tips can help you approach walk-ins in the best possible way:

1. Use Online Appointment Software

Walk-ins wouldn’t be a problem if you accepted all clients on a first-come, first-served basis. But you’re an appointment-based business. By and large, you want to know when people intend to arrive and when you’ll be serving them. You can look into Calendly or the Calendly alternatives for more calendar functionality if you can’t find it with an appointment software. 

To determine how to work in walk-ins among existing appointments, you need to know when those appointments are scheduled. When you utilize online appointment software, you’ll be able to see all your appointments at a glance. You can also update your appointment calendar in real time so that if a spot opens up, you’ll know right away. That will enable you to give a walk-in the “Sure, I can fit you in at ___ p.m.” response they want to hear.

2. Leverage Social Media

When you get a last-minute appointment cancellation, that empty slot on your calendar could mean lost revenue. That is, unless you hop on your social channels and let your followers know, pronto, that there’s an opening they can take advantage of.

Social media lets you reach your customers in real time at no cost to you. You can also include booking buttons on your social media pages to encourage your fans to book an appointment via your online scheduling software. Maybe a customer can’t capitalize on the opening you just posted on Facebook, but seeing that post — and having ready access to your scheduling system — could prompt them to book an appointment at a time that works for you both.

3.  Track Your Walk-ins

One way to begin formulating a plan for handling your walk-ins is to keep tabs on them. Taking note of how many clients arrive late or are no-shows is helpful in scheduling, as is tracking walk-ins. Recording the average number of walk-ins and their timing over the last week or month lets you see patterns you can plan for. 

To account for these walk-ins, you might leave a few extra spots in your schedule. And don’t just track these numbers once. Continuing to audit your schedule for various appointment types will also reveal patterns at different times of year.

4. Set Off Some Time for Appointment Walk-ins

Depending on your type of business, having a dedicated block of time for walk-ins can be key. Take what you’ve learned from tracking your appointment types to look for trends. Are there days or hours where there are often gaps in appointments? If so, try to promote walk-ins during these times to boost your business during slower periods

You might add “Walk-ins welcome: Tuesdays, 2-4 p.m.” to your sidewalk sign. Or you could use your website and social media channels to advertise times when you accept walk-ins. As noted, social media is a great place to promote open time slots. It’s free to post, and those who follow you tend to be customers already.

5. Account for Staffing

Depending on your business, the walk-ins you see will vary. A nail salon or quick haircut salon will likely see more walk-ins than, say, a dentist or attorney. Relatively low-cost services in areas with high foot traffic tend to bring more walk-ins. 

Because you’ve tracked your walk-ins, you’ll have an idea of how many time slots to hold open for impromptu customers. Knowing the number of slots will, in turn, let you know how many employees you will need to accommodate them. 

Some salons might dedicate newer employees for walk-ins while established employees take the clients with appointments. This can help accommodate walk-ins while retaining loyal customers. It also gives a new stylist the chance to meet potential repeat customers who will request them in the future.

6. Disclose Wait Times to Walk-ins

It’s important to treat walk-ins the same as you would customers with appointments. If you want them to have a positive experience and return, don’t treat them like an inconvenience. Encourage them to stay, but be honest about potential wait times. 

If you are currently booked solid, let them down gently. Apologize that you can’t take them right away and show them the next available times in your calendar. If they would like to make an appointment for one of those time slots, help them do that.

Following these tips can help your business begin to manage tricky walk-ins. As with any aspect of business, results tend to flow in the areas you spend time focusing on. By tracking your walk-in customers and leveraging technology to help integrate walk-ins and appointments, you’ll soon have a better handle on your scheduling logistics. And that will let you get back to what you love to do — serving your customers.

Build Your Energy, Build Your Productivity

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Build Your Energy, Build Your Productivity

There is a direct line between energy and productivity. When you feel zapped, you just aren’t going to get as much done. But, unlike time, there are ways to build your energy levels.

What happens when you achieve this? You’ll surpass expectations because you’re a lean, mean productivity machine. And, it’s really not all that difficult if you do the following.

Get the best sleep ever.

I know this is a give-in. But, so many of us aren’t getting enough sleep each night. Some of us are even engaging in some revenge bedtime procrastination.

The ugly truth is that sleep deprivation can have serious consequences, especially when it comes to your productivity. In addition to a lack of energy, you could experience everything from mental health disorders to physical ailments like cardiovascular disease. Other symptoms include poor decision-making, reduced attention span, and burnout.

The good news? You can treat yourself to the best sleep ever by;

  • Setting a sleep schedule based on your circadian rhythm.
  • Making your bedroom resemble a cave — it should be cool, dark, and quiet.
  • Gradually power down by avoiding electronics at least an hour before bed.
  • Cutoff coffee at least six hours before bedtime.
  • Wear socks to bed.
  • Implement an evening routine that involves progressive muscle relaxation.
  • Investing in a new mattress, pillows, and bedding.

Also, it’s alright if you take a nap as well. Just keep it under 20-minutes and not too late in the afternoon.

Fight fatigue with the right diet.

A close second to getting a good night’s rest? What you’re eating and when. Eating well can really help your productivity. Here are some suggestions courtesy of the Department of Health, State Government of Victoria, Australia;

  • Stay hydrated, but don’t backlog water at the end of the day if you don’t want to wake up all night. Stop drinking water about four hours before bed.
  • Have carbohydrate-rich breakfast foods such as cereals or wholegrain bread for breakfast.
  • Don’t skip meals.
  • Eat healthy foods, like fruits and veggies. You can also enjoy low-fat dairy products and lean meats.
  • Try eating six-mini meals as opposed to three large meals to prevent overeating.

Close open-loops.

“Is there something you’ve had on your mind for weeks, months, or maybe even years that you haven’t completed?” asks Amanda Bucci. For example, have been putting off that dentist or doctor appointment? How about that package that requires a trip to the post office?

These are called “open loops. And, even though you don’t realize it, they quietly drain a lot of energy out of you. Why? Because they occupy valuable space in your subconscious.

“Instead of wasting effort by having your brain remind you of that thing you haven’t done, take an hour, day, or week to close the loop and do that thing,” advises Bucci.

Don’t be shady.

Even novice comic book fans know that Superman is powered by the yellow sun. But, you don’t have to be from Krypton to also harness the power of the sun.

Case in point, seasonal affective disorder. Many people feel more lethargic during the colder months of the year because they aren’t exposed to much natural light. Remember the tanning bed if you occasionally need it.

However, a study done by Prof Mirjam Muench, associate research professor for the Sleep/Wake Center in New Zealand, further verifies the need for natural sunlight. He compared the effects of natural and artificial lights. The result was that those who worked under fluorescent lighting were more tired at the end of the day.

Those who were fortunate enough to work somewhere with natural or blue (wavelength) lighting? They were actually more active after the workday.

Take a grateful stroll.

Another way to soak up the sun? Go outside for a walk — even during the winter. As an added perk, this gets your body moving and gives you a chance to clear your head.

But, you can bolster your daily walk by practicing gratitude.

Going for a 10-minute “thank you” walk is a technique that “combines the power of gratefulness with the positive effects of walking and exercise,” explains Jon Gordon, a professional speaker, energy coach, and author of Become an Energy Addict. As a result, this floods “your brain with happy neurotransmitters and endorphins.”

“It’s a simple yet powerful exercise that energizes the mind and body and builds mental and physical muscle,” Gordon adds.

Stop hanging out with wet rags.

We are social creatures. A 79-year-old-Harvard study even found that embracing community helps us live longer and be happier.

However, not all relationships are equal.

Carve out some alone time and reflect on your relationships. If there are people who are toxic and draining, remove them from your life. And, spend more time with those who are positive, supportive, and give you a jolt of energy.

Keep stress and workload at bay.

“Stress-induced emotions consume huge amounts of energy,” notes Harvard Health Publishing. “Talking with a friend or relative, joining a support group, or seeing a psychotherapist can all help diffuse stress.” You can also try relaxation therapies, such as meditation, self-hypnosis, yoga, and tai chi.

Another culprit? Overwork. Examples “include professional, family, and social obligations,” adds the publication.

“Try to streamline your list of ‘must-do’ activities,” the authors suggest. “Set your priorities in terms of the most important tasks. Pare down those that are less important.”

Also, don’t hesitate to ask for help or delegate some of your responsibilities. And, don’t feel guilty if you have to say “no.”

Set reminders to look away and stretch.

Staring at a computer screen for too long can cause eye fatigue, which eventually can cause headaches, dizziness, and overall exhaustion,” says Adina Smarandache, an internist at Scripps Coastal Medical Center in San Diego. The answer? Live by the rule of 20.

Here’s how it works, set a timer or reminder for every 20 minutes. At this time, stare at a spot 20 feet away for 20 seconds. It’s a simple way to refresh your eyes, which will also rejuvenate your body and help your productivity.

And, while you’re taking a quick break, use that time to stretch. Whether if it’s an upward stretch or elbow plank, doing this pose. realigns your body and gets your blood circulating.

Put your records on.

The great Ray Charles once said, “Music is powerful. As people listen to it, they can be affected. They respond.”

And, he was naturally correct.

Music is, in fact, an incredible force of nature. In fact, music has been found to;

  • Help you become more immersed in your work.
  • Improve cognition and mood.
  • Move your brain to pay attention.
  • Boost both mental and physical performance.
  • Encourage you to work faster and more efficiently.
  • Increase morale and work environment.

While listening to your favorite songs can release dopamine, just note that there are exceptions. For instance, listening to intelligible lyrics can be distracting and decrease your productivity.

Get your clutter under control.

A little bit of clutter? Not the worst thing in the world.

But, too much? It can negatively impact your mental and physical health. It can also impact your productivity.

All that dust can be terrible for your allergies. Piles of paperwork can cause anxiety, stress, and procrastination. No wonder people describe clutter as “suffocating.”

While it may not be the most thrilling of chores, you need to block out time to clean and organize your workspace. At home, donate or sell the clothes you no longer wear in your closet. And, even clean out your inbox and computer files.

Don’t overwhelm yourself though. Take baby starts.

For example, in-between a meeting, wipe down your desktop and toss the trash. During your next break, organize a drawer. Before you know it, you’ll have your entire work area fresh, clean, and free of clutter. A clean workspace will dramatically increase your productivity.

What is Revenge Bedtime Procrastination?

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What is Revenge Bedtime Procrastination?

The other night I thought that as soon as my head hit the pillows, I would be out cold. I had one of those non-stop days. You know, getting ahead of work and attending to household responsibilities like laundry.

A peculiar thing happened. I laid there wide awake.

So, I decided to read a book to calm down. When I felt drowsy enough, I put the book down but continued to toss and turn. Frustrated, I grabbed my phone and turned on a podcast until I eventually fell asleep.

I was well aware that it was past my bedtime. I also knew that I was going to pay for not going to bed on time by dragging all day tomorrow. But, I just couldn’t help myself.

Of course, I’m not an anomaly. In fact, this such a prevalent problem that the phenomenon has its own name; it’s called “the revenge bedtime procrastination.”

What is revenge bedtime procrastination?

“Revenge bedtime procrastination is just a cry from overworked people, and they’re actually trying to put off bedtime just a little bit so they can reclaim something for themselves,” said Dr. Rajkumar Dasgupta, assistant professor of clinical medicine at the University of Southern California Keck School of Medicine in Los Angeles.

More directly, it’s sacrificing sleep so that you have more leisure time.

For example, if you’re exhausted and it’s 10 p.m., you might decide to watch a movie? The reason, you didn’t feel that you had much downtime during the day. So, you want to make up for that, relax, and enjoy a movie.

The problem? You’re breaking your normal sleep schedule by falling asleep until after midnight. And, you’re willing to accept the consequences — mainly that you’ll be a zombie tomorrow at work.

Another factor could be an unplanned circumstance. Maybe your favorite baseball team goes into extra innings causing you to it the hay later than planned. Or, you aren’t falling well or dealing with a restless child or dog.

Where did the term revenge bedtime procrastination originate from though? Well, bedtime procrastination first surfaced in a 2014 study out of the Netherlands. Appearing in Frontiers in Psychology, in 2018, the authors stated that those who tried to “resist desires” during the day were more likely to be a bedtime procrastinator.

The link between COVID and sleep.

Another cause is that the lines between work and life have become too intertwined. For instance, you’re responding to emails or Slack messages at all hours of the night instead of enjoying your leisure time. So, to recapture some much-needed “me time,” you stay up later.

For many, this has been the case following COVID-19. Many of us no longer had a clear separation between work and life since our homes became our workplaces. We were also more stressed and couldn’t stop ourselves from doomscrolling.

How bad has gotten? Well, since the pandemic started, 40% of people have reported sleeping problems.

What’s revenge got to do with it.

As the revenge part? That came about in 2016 when it took off on the internet in China. “Revenge bedtime procrastination” is the literal translation is “staying up late in a self-revenge way.”

The phrase finally went viral in English following a tweet by New York-based journalist Daphne K. Lee. She defined this as “a phenomenon in which people who don’t have much control over their daytime life refuse to sleep early in order to regain some sense of freedom during late night hours.”

The importance of sleep.

It might some harmless to occasionally stay past your normal bedtime. After all, at least you’re getting some amount of z’s, right?

Occasionally, this might be acceptable. However, it’s a myth that you can catch up on sleep. Moreover, bedtime procrastination can lead to sleep deprivation.

Why’s that concerning? Well, falling short on slumber doesn’t just make you so tired that you chug multiple pots of coffee. It can cause symptoms like;

  • Being more prone to accidents or making mistakes.
  • Degrades decision-making, thinking, and memory.
  • Difficulty concentrating.
  • Mental health disorders such as anxiety or depression.
  • Irritability, which can impact your relationships.

What’s more, a lack of sleep can also cause physical health conditions like;

  • Heart disease
  • Diabetes
  • Obesity
  • Hormone-related problems
  • Weaker immune system
  • Chronic pain

As if that’s not bad enough, a lack of sleep can reduce self-regulation and impulse control. And, it also raises the odds of dying early.

In short, sleep deprivation negatively affects all facets of your life. As such, it needs to be a top priority.

Getting revenge on revenge bedtime procrastination.

Ideally, we all should be getting between 7-9 hours of quality sleep per night. For adolescents and teenagers, it’s more. But, how can we win this fight against bedtime procrastination? Well, here are 6 recommendations.

1. Honor your sleep chronotype.

“According to sleep expert Dr. Michael Breus, there are four different chronotypes or circadian rhythm personalities,” writes Abby Miller in another Calendar article. “He suggests that you determine which one you are so that you can mirror the sleep-wake habits that best describe you.”

  • Bear. For most of us, our sleep-wake patterns follow the sun. As such, you’re “ready for intense tasks smack in the middle of the morning,” but feel a dip by mid-afternoon.
  • Lion. Lions are early risers. “These are the go-getters, the leaders, the type-A movers, and shakers.” The downside is that they usually have to go to bed earlier.
  • Wolf. Wolves are nocturnal loners. That means that they get a later start and have two peak periods — noon to 2 pm and late afternoon/early evening.
  • Dolphin. Since dolphins are light sleepers, they’re more likely to have irregular sleep routines. They’re also perfectionists and do their best work from mid-morning through early afternoon.

“To find out what your animal, track your time and take Dr. Breus’ sleep chronotype quiz,” she advises. “After that, re-organize your day so that you can align your sleep pattern and work schedule. For example, if you’re a lion, then you would want to tackle your most important work bright and early.”

2. Chillax in the evening.

As you should know, your morning routine can make or break your day. But, your evening routine is equally important. And, that should conclude with your bedtime ritual.

Preferably, this should take place around 30 to 60 minutes prior to bed. And, it should contain only activities that make you feel relaxed. Some suggestions would be;

  • Taking a warm bath or shower.
  • Meditating or doing light stretches.
  • Focusing on your breathing.
  • Listening to soothing music.
  • Reading a book.

3. Resist the blue light special.

Electronic devices, such as your phone or tablet, emit blue light. In case you weren’t aware, this reduces melatonin levels. Melatonin is the chemical that’s responsible for your wake/sleep schedule.

What’s that mean? When these levels dip, you’ll have more difficulty falling asleep.

Additionally, blue light can stimulate your brain. Which, as you might have guessed, makes sleep more of a challenge. And, if you keep your phone close, notifications that you receive at night can interrupt your sleep.

The solution? Avoid blue light at least an hour before bed. You should also stop using your phone as an alarm and place it across your room.

4. Keep your bedroom sacred.

Your bed needs to be reserved only for sleep and sex. Nothing else. What’s more, your bedroom should be cool, dark, and quiet.

Preferably, set your thermostat between 60°F and 67°F, invest in blackout curtains, and even earplugs. Also, don’t skimp on your pillows and mattress.

5. Release stress before bed.

If you’re putting off sleep because you’re worrying, then address these thoughts before laying down. For instance, you could jot down your worries so that they’re out of your head.

Other suggestions include;

  • Planning and organizing tomorrow by prioritizing your lists.
  • Journaling.
  • Meditating.
  • Purchasing a weighted blanket to reduce anxiety.

6. Use your online calendar.

What does your calendar have to do with hitting the hay? In a previous Calendar article, Angela Ruth argues that with your trusty calendar, you can add structure to help encourage a better night’s rest, such as;

  • Follow a consistent routine. “It’s easier to get sleep when you follow a routine,” writes Angela. “If you don’t make time in your schedule for rest, it may become sporadic. Adjust your rhythm gradually, or you could overcorrect — and oversleeping can leave you feeling groggy and unproductive.”
  • Take charge of naps. “When you nap, use your online calendar to hold yourself accountable,” she advises. “Make sure you’re not taking one too late in the day and set an alarm to ensure your power nap doesn’t turn into a snooze fest.”
  • Manage your eating and drinking. “Just as you shouldn’t be napping too late in the day, there are other things that should be reserved for earlier hours,” she adds. Examples would be avoiding caffeine later in the day or eating too late at night.
  • Add exercise to your day. Block out a regular time during the day for physical activity as this promotes sleep.
  • Kick bad habits. You know which vices I’m referring to. Smoking cigarettes, drinking, and eating junk food are all bad habits that you need to ditch. You can use your calendar to set goals and track your progress.
  • Keep things tidy. Set a recurring event to declutter and clean your bedroom to reduce stress. And, don’t forget to regularly wash your bedding.

If you’ve done all of the above and are still struggling with sleep, then make an appointment with your physician. The sooner you get to the root cause, the faster you can nip bad sleep habits from robbing you of another good night’s sleep.

Why You Still Need an Online Calendar Even When You Use a Physical One

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Why You Still Need an Online Calendar Even When You Use a Physical One

If you already rely on a physical calendar, you might not see the need to add an online calendar to your arsenal. Your current time management system might seem to work just fine. However, you’re missing out on a lot of potential by shirking additional technology.

Using a paper and digital Calendar, map, or any other hard copy is entirely up to you and beneficial in many cases. If you still need some convincing, check out the ways your daily life will benefit from implementing an online calendar to your existing system:

Online Calendars are Portable

As great as a physical calendar might be at home or in your office, you can’t expect to carry it with you everywhere. Even pocket calendars and portable planners can be burdensome at times. Worst of all, a physical calendar can be easily left behind, leaving you in the dark.

You can access your online calendar on any electronic device. All you need is a cell phone and a connection to the internet and you’ll have your calendar easily accessible. You can even adjust the settings in your Calendar to be able to view it offline.

Sharing is Caring

A lot of the events on your calendar will involve others. You’ll need to coordinate with coworkers and family members regularly, which is more difficult to do when trying to sync paper calendars. Sharing an online calendar keeps everyone on the same page with real-time updates and notifications.

You don’t have to share every detail of your online calendar with others. Choose to share individual events, or create a separate calendar that keeps your private events hidden. You can also decide if those you share with can edit events or simply view them, depending on what you’re trying to organize.

Last-Minute Changes Happen

Life is full of unexpected events. Making last-minute changes on paper calendars is messy, and sometimes impossible if you don’t have it on your person. It’s much easier to go with the flow and adjust to unforeseen circumstances when you also have an online calendar handy.

Let’s say you have a meeting with a client scheduled for 3 P.M. You come into the office and see an email in your inbox asking if the meeting can be bumped up to 2 P.M. With your online Calendar, you can adjust right then and there.

If you have your paper calendar handy, this is also possible, but lacks a certain detail. Your online calendar can also send you reminders of upcoming events. A digital reminder that your meeting was moved from 3:00 PM to 2:00 PM will help you remember the change even on a busy day when your attention is divided.

Different Calendars Have Different Uses

Physical calendars get crowded really quickly. There’s only so much room to add events and details. And the more you add, the more difficult it is to read. A better strategy is to designate your paper Calendar for one use, and your online calendar for another.

Your paper calendar, which is likely hanging on the fridge, can be reserved for family events. Your online calendar will contain your work responsibilities, daily routines, and personal events. The ability to create multiple calendars online allows for even greater organization than keeping a stack of paper calendars lying about.

Physical Calendars Can Get Lost or Damaged

No matter how careful you are, there’s a chance your physical calendar can get lost or damaged. This is especially true if you have one in reach of kids who can grab, smudge, and rip the pages from your calendar. If your paper calendar is lost or damaged, there’s no way to get back the information you lost.

Online calendars store all their information online. Some online calendars even offer cloud storage options for maximum accessibility and protection. Even if your cell phone gets lost or damaged, your Calendar information can be accessed from a different device, retaining all the details you need.

Online Calendars Have More Features

Simply put, physical calendars just don’t have the bells and whistles you can find in online calendars. You can’t drag and drop events or change color-coding on demand. One of the best features of an online Calendar is tracking your time to the minute. Time analytics really unlocks your productivity levels on a day-to-day basis.

Physical calendars have their merits, especially for those who prefer to write things down and add some calligraphy flair. However, not everyone has a legible chicken scratch. This means being able to type out your event details is a helpful bonus to your online Calendar.

For frequent fliers, an online Calendar is a necessity. Thanks to the power of the internet, your Calendar will automatically adjust to changing time zones. This ensures you don’t miss that important business meeting because your paper calendar is still on Eastern Standard Time.

Both Calendars Allow for Different Time Management Techniques

For those using a Calendar to try and optimize their time, an online Calendar blows paper ones out of the water. You can implement more complex time management techniques than you could with pen and paper alone, which allows you to make more use of your time. In addition to time analytics, you can also try:

  • Timeboxing: Separate your day into blocks of time dedicated to specific tasks and activities.
  • Pomodoro method: Work in stretches of 25 minutes with a five-minute break to encourage focus and prevent burnout.
  • Eisenhower Matrix: Prioritize your tasks to get the most important stuff done, set aside nonsense, and delegate when possible.

These techniques are much more difficult to pull off with just a paper Calendar, but might work well with both. For example, drawing out your Eisenhower Matrix might help you visualize it better so you can type it out into your online calendar with more precision.

There’s nothing wrong with preferring one type of calendar over the other. Just be aware that you might be selling yourself short by not giving them both a chance to thrive together.

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