Simplifying Calendar Management for a More Organized Life

Managing a calendar can be tricky, especially if you juggle multiple ones for work and personal matters. Many people use the Focus feature on Apple devices to display only their work calendar during work hours and other calendars when off-duty. However, this can be limiting since you're still one person managing various activities. It’s crucial to see everything you're doing at a glance.

Over the years, I’ve organized my activities into different areas of life, such as self-development, social ties, work, and social events. Recently, I’ve simplified this system into a more intuitive setup based on the nature of the activities. Here’s how I did it:

1. Routine or Maintenance Calendar

This calendar includes all recurring activities that keep your life running smoothly. Think of it as your daily, weekly, and monthly maintenance schedule:

• Workouts

• Morning planning

• Weekly meal planning

• Monthly budget reviews

• Regular meet-ups with friends

2. Scheduled Events Calendar

This calendar is for fixed appointments that cannot be moved. It helps you keep track of commitments that are set in stone:

• Doctor appointments

• Exams

• Travel schedules

• Work meetings

3. Goals and Projects Calendar

This calendar is dedicated to both personal and work-related goals and projects. It includes:

• Deadlines

• Study plans

• Long-term goals

For instance, if you need to review a project plan or track progress on a long-term goal, you’ll find it here.

4. Social or Family Calendar

This calendar focuses on interactions with people, separate from fixed appointments. It includes:

• Family events

• Social gatherings

• Birthdays

• Anniversaries

Benefits of Using Multiple Calendars

1. Comprehensive View: Using apps like Apple Calendar or Fantastical, you can easily check your social schedule for the month. Even if you’re not very social, it’s helpful to see who you’re meeting each month and identify any weeks with fewer social interactions.

2. Goal Tracking: The goals and projects calendar helps you track progress. If this calendar isn’t very active, it might indicate you’re not making much headway on your goals.

3. Routine Maintenance: The routine maintenance calendar ensures you keep up with regular tasks. Each week, typically on Sunday (or Monday for me), you can plan the upcoming week and ensure everything is in order.

By organizing your activities into these four calendars, you gain a clearer, more organized view of your life. This system not only helps you manage your time more effectively but also ensures you’re on top of your goals, appointments, and social interactions.

That's all!