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My Calendar Tips For Keeping Organized

internationalWomensdayPoster_Final-page-0Earlier this week, I was privileged to be speaking on a panel for International Women’s Day hosted at Innovation Guelph. Each of the panel guests were asked to give a short talk about how they can help the rest of the group. My talk was focused on how technology can make our lives easier.

I presented three tips: using multiple online calendars, using Skype to enable us to work from home, and effectively using a smart phone. The calendar tips generated several comments later in the evening, and I was asked how to use multiple online calendars to keep family and business organized. Here are my tips and tricks for keeping my husband, kids, family, personal, and business schedules on track. My family uses Google’s Gmail, but this same method can be used with Microsoft’s SkyDrive. Both are free, cloud-based, and can sync to multiple devices.

Having too many appointments/events/tasks on one calendar can be too overwhelming, so I recommend a different calendar for each person and/or task. Using individual calendars allows me to focus on one person/task at a time. If I need a big -picture overview, I’ll turn on multiple calendars.

Here is the list of my family’s calendars:

(This list may seem overwhelming at first, but it’s not very complicated.)

Husband – 2 calendars

  • Personal (karate training schedule, dentist appointments, etc.)
  • Work (on-call schedule, travel, etc.)

He shares these two calendars with me, but I cannot modify either of them. He is responsible for keeping his schedules up-to-date. 

Children – 1 personal each. My daughter has an additional school one. They do as they wish and I don’t have access to them.

Myself – 6 calendars

  • Personal – my personal appointments
  • Work – my work schedule including physical addresses of clients. I do this because my phone can read the location and tell me when I should leave to be at an appointment on time, based on my current location; but also for safety. My work calendar is shared with my husband, so if something were to happen, he’d be aware of my location.
  • Family – my husband and I both have edit access to this calendar, and both children only have read access to it. We use this calendar to track family events, such as birthdays, trips, family functions, etc. We all know where we are supposed to be and when. No more “I didn’t know we were going to Grandma’s today”.
  • Banking – all bill due dates, amounts, and other financial reminders are in this calendar.
  • Babysitter/Childcare – although this calendar is no longer used for babysitting purposes, it was used to keep track of babysitting schedules. It was shared with the babysitter, so she always knew when she had to be here. This calendar is now used for Summer camp schedules, ans we can track which child is at which camp and co-ordinate drop-off and pick-up schedules.
  • My public business calendar – tracks all public presentations, seminars, classes, etc. This calendar is automatically updated on my website.

It sounds like a lot to setup, but using separate calendars allows me to focus on a specific task or person. As the kids grow older, and the family becomes busier, this method lets us find each other and schedule time together.

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