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How I Schedule and Calendar My Week

I gave an impromptu overview of my weekly calendar and scheduling strategy in last night's free workshop and I thought that a much more polished version would be fun and interesting to share!

What you'll see below is a screenshot of my actual color-coded calendar — this is as sophisticated as it gets for me! It provides just enough freedom and flexibility while maximizing output / throughput and predictability, which is the most important thing for early-stage startups and new projects!

Why? Because the early-stage is nothing more than unpredictable!

calendar

A few high-levels here:

  1. Orange are my most important meetings, hanging out with my internal community (e.g. full-time staff and contractors) in 1-on-1's, product meetings, and technical standups, etc. Without my team I am nothing... which is why they get my favorite color code! I have 3 of these per week, one of which isn't showing above but is a quick "check-in" on Mondays.

  2. Light Blue are holidays and those are obvious and easy to ignore. I mean, those are great... ¯\(ツ)

  3. Dark Green are content reminders for things I need to write and/or publish during the day but that aren't time-bound to a specific project or date. Things like an internal retrospective post on Fridays (#idtgatt) can be done anytime on Friday, but, it must get done on Fridays.

  4. Purple are customer-facing engagements that are already calendared and scheduled. Most of these are related to YEN.EDUCATION at the moment.

  5. Yellow are some of the most important blocks which are family-related. My wife has complete and total control over my calendar and she can move things without asking for permission. Those instances, mind you, have been exceptionally-rare, but, the point is that I trust her completely and she also trusts me because she knows exactly what I'm doing and with whom and at what time. This is how I create maximum visibility and transparency in my family life... and I do the same in my business and professional life as well.

  6. Gray are opt-ins, usually customer interviews or things that I've manually set. I have a fairly sophisticate Calendly system setup for customer interviews / customer development meetings with buffer time for decompression or over-flow (the conversation is going well and I want to move beyond the allotted 25-30 minutes). These are the most flexible and these will be the first to move around or get cancelled.

  7. Red are things that I can't forget... like taking out the garbage on Thursday nights for a Friday pickup... or street cleaning here in San Francisco on the 2nd and 4th Fridays of the month—hell, SF doesn't give two shits about ticketing your car in front of your own fucking house—I would know! 🤷🏻‍♂️ 🤦🏻‍♂️ 😿

📺 — For a larger overview and me walking through it, you can watch my vlog!

vlog

  1. 1

    This is cool. I've begun trying to follow this color-coded calendar system: https://okdork.com/time-management-tips/

    Your calendar is much more simple and organized, I think than the one in the blog post I listed, because your agenda is more focused.

    1. 1

      thank you! i don't bill myself as an expert here... but, this workflow seems to get the job done.

      the most important thing is that this system doesn't feel like it "controls" me... in fact, the other way around.

  2. 1

    Well, now I have to watch the vlog to figure out what this "Parade Through Garage" event is that happens 10 times per week :)

    I really need to do a better job at structuring my days. I set a list of goals that I want to accomplish in the morning and try to meet those throughout the day, but I can very easily get too focused on any of those individual items and never get to the rest of them.

    1. 1

      LOL. it's as amazing as it sounds...

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