How often do you think about a phrase you heard as a teenager or young adult (that made you roll your eyes at the time) but then realise, in retrospect, it was actually incredibly accurate? 

For me it was: “If you fail to plan, you plan to fail.”

Hearing that as a teenager when I was meant to be studying for exams…  it didn’t really resonate! But now? No truer words have ever been spoken!

I love nothing more at the start of a new year than to get up close and personal with my Google Calendar! 

Here’s my 5 Key Steps to Make Your Calendar WORK. 

1. Actually sit down and do the planning. Don’t just spend money on a beautiful new wall calendar that sits on your desk yet is never filled in. Whatever your preferred calendar platform (digital or physical), pick one and go all-in. Annual planning is pointless if you end up with half your ideas on a Google Calendar, a few on a wall calendar, and the rest scattered across multiple phone notes, post-its and scraps of paper. 

2. Colour code is key. Give each aspect of your life a different colour and use it for each event on your calendar so, at a glance, your brain can quickly discern where your time and energy is being directed on any given day. It also helps you keep the different aspects of your life clearly defined, so “mum life” doesn’t clash with “CEO life”, for example.

3. Schedule Flamingo Time aka self care. Using the “Pink Flamingo” colour in my Google Calendar, I intentionally blog off time for myself to DO NOTHING. It’s very rare that I actually do “do nothing” during that time, but it encourages me to at least spend the time on myself in whatever capacity I feel I need. 

4. Plan Deep Work sessions. This is intentional time to sit at your desk, head down, bum up and get work done without interruption. All notifications get turned off, your phone goes on flight mode, and you get. it. done. I love knowing I have these pockets scheduled in my calendar each week so I have guaranteed time to reply to those emails lingering in my inbox that require more thought than a 2-minute reply, for example. 

5. Set Call & Meeting Times. Instead of feeling like you’re always available (and constantly interrupted), set yourself times when you’ll be free for meetings and phone calls. Communicate this information with your team so they know when they can expect to meet with you or hear from you. 

Each of these steps are really about making sure I’m managing my time and energy effectively and avoiding getting into the “danger zone”. The “danger zone” is when I’ve neglected to fill my own cup and I’m not my best self. 

And remember, you can use any type of calendar that you choose, as long as you’re consistent with it. “It works if you work it.” 

For a deeper-dive on this topic, listen to this episode of my podcast How to Run a Successful Business (and still have a life!) where I give a step-by-step approach to my annual planning day.