Do you feel like your calendar’s running your life instead of the other way around? It’s a familiar refrain, especially when you’re juggling multiple priorities. If your day is disappearing into a blur of meetings, admin, endless emails and after-school pickups, there is a solution. Scheduling techniques can help you regain control so you no longer feel glued to a calendar that isn’t working for you or anyone else.

Whether you’re a paper planner with a to-do list or a Google Calendar diehard, these tips will help you free up headspace, boost productivity, and maybe even finish early once in a while too.

8 hacks to tame your calendar

1. Start with a calendar clean-up

Before you can become the master of your domain and a time boss, you need to get across your existing calendar. It’s time to Marie Kondo the sh*t out of that thing. Look at your current schedule and ask, ‘Does this meeting bring me joy?’ (just kidding!).  Seriously, ask, ‘Do I really need this meeting?’ or ‘Is there a point to this recurring task?’  If the answer is no, tap out. Cancel it and free up some breathing space.

Another thing to try is colour coding different types of appointments. Colour coding allows you to easily scan your calendar to see what’s really taking up your time. Try assigning a different colour to different tasks, e.g. client meetings, deep work, and personal time.

Finally, if you run more than one calendar (personal work, projects), it’s a great idea to sync them all into a master calendar as a single source of truth.

2. Time block like a boss

Time blocking is nothing new, yet it remains one of the simplest ways to manage your schedule. Time blocking simply means assigning blocks of time to specific tasks.

So, instead of writing a to-do list and hoping for the best, you actually schedule time to get things done. Monday mornings could be for meetings and planning the week. Tuesday afternoons could be for chasing invoices. Friday arvos could be for admin and winding down.

3. Batch your tasks

And while we’re talking time blocking, it’s also a good idea to batch similar tasks together. Batching stops you from jumping between activities like a frenzied toddler.

Batching stops you from constantly shifting gears between deep work and that which requires little focus. It looks something like this: Block out an hour to reply to emails in one go. Set a chunk of time to film your content for the week. Make all your calls back-to-back.

Your brain will thank you. Plus, you’ll get more done in less time.

4. Try the 80/20 rule

In the world of scheduling, not all tasks are created equal. The 80/20 rule (also called the Pareto Principle) suggests that 20 per cent of your efforts deliver 80 per cent of your results.

What does this mean? You need to really take a close look at your to-dos and see which tasks are going to be a game changer for your business. What will move the needle?

These tasks are the ones you want to prioritise so they get the most time and energy. And while we’re talking time, when is your peak concentration time? Everyone is different. Some people work better in the morning, others late at night. Try to schedule your priorities in the time when you work best.

5. Give yourself some wiggle room

Ooh, your calendar is full; you’ve got meetings back to back. Aren’t you productive? Actually, probably not. Back-to-back meetings might look good on paper, but they leave you no room to breathe. Claw back some time by adding a duffer to your schedule.

Leave at least 15 to 30 minutes between meetings, so you have time to digest. Surround your deep work with white space, so if a meeting runs over (and Murphy’s law, it probably will), it’s not going to cut into the time you’ve assigned for the most important tasks. Plus, that breathing space allows your brain to reset between tasks.

6. Get everyone on the same page

If you’re juggling a project with a team or managing family responsibilities with a partner, syncing calendars can save a lot of back-and-forth.

Use a shared calendar or set aside 10 minutes at the start of the week for a quick huddle. Who’s doing what, when are the big deadlines, and who needs support? Even if you’re flying solo as a micro business, checking in weekly with any collaborators or contractors keeps your business on track and running smoothly.

7. Give smart tools a whirl

Now that you know how to prioritise your tasks, block your time, and the importance of sharing your schedule, let’s put it all into action. Thankfully, there are a bunch of smart calendar and planning apps that can take a lot of the heavy lifting off your plate.

Here are a few of my faves:
Google Calendar: Great for time blocking and sharing with others
Calendly: Makes booking meetings a breeze without the email to and fro.
Trello or Notion: Handy for visual planners who like task boards
Clockwise: AI-powered calendar tool that protects your focus time

Pick whichever one suits your style. After all, the best digital solution is the one you’ll actually use.

8. Don’t forget to tweak it

Just like a budget, your calendar works best when you review it.

Put aside some time at the start of the week to see what’s ahead and flag any potential bottlenecks. Does it flow? Or might something need to shift? Maybe you need to delegate some tasks? Tweaking your schedule as you go helps you stay in control instead of being reactionary.

And there you have it. You are now a calendar master. Go forth and schedule!

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