How Do We Manage Our Schedules?
February 24, 2025 / /
How Do We Manage Our Schedules?
How do you manage your schedule? Do you use a paper calendar, a digital calendar, or both?
Like most clients, the Basic Organization team is quite busy with appointments.
Scheduling dates with clients, family, and friends can sometimes be overwhelming. Especially with young children in the home, your day fills quickly with your children’s doctor appointments, school activities, or sports. For those working from home or the office, those Zoom calls, or conference calls can be never-ending during your work day. Basic Organization would like to help you live a more simplified life.
Check out how our team manages their time and schedules to stay productive during the day.
Janet
“I use a Google calendar to manage my time. This practice I adopted years ago (changing from a paper calendar), and there was no going back. I love having my calendar with me at all times and being able to update and make changes on my phone and computer. I’ve gone as far as using my calendar as my to-do list.
I have a bit of advice for clients:
1. Use only one calendar. You need to see everything on your schedule in one place, and using more than one calendar is a recipe for missed opportunities. This also means that if you have a work calendar, you should use that same app for personal appointments.
2. Whatever calendar you use, commit to it! Write/enter EVERYTHING. It’s helpful to “see” everything you have going on in one place.”
Patti
“I use a combination of digital (for sharing with others and things that repeat on a weekly, monthly, or yearly basis) like birthdays, giving medication to the dog, etc.
But starting a bullet journal as my calendar was a game changer. It helps me with scheduling, future casting, time management, and creative ideas.
My small to-do lists are now dedicated pages. I’m currently working on a personal photo project, and I have a page dedicated to that topic.
I always have a page dedicated to books, movies, websites, songs, and TV shows. I did not know what to do with recommendations, but now I have a dedicated page.
So I like the flexibility and creativity of a bullet journal, and using it keeps me happy and organized.”
Candy
“I use my Google calendar on my phone. It is easier to reference and put in an appointment. I also have a small one in my purse.”
Denene
“I keep a digital calendar. I love being able to easily color-code my appointments, tasks, birthdays, and other important dates to make it easier to organize my days. Since the calendar syncs with all my devices, I always have the updated calendar at my fingertips. I do miss having a paper calendar, but the digital calendar is more efficient for me.”
Lori
“I keep a family calendar on my fridge. I write down every appointment or anything going on for each person. In addition to that, I set alarm notices on my phone for my appointments. I set one in the morning for appointments that day, then one or two more alarms as the time gets closer to my appointments.
I have an extremely busy life. My calendar helps me stay on track of the things I need to do.”
Michelle
“I actually love Google Calendar. I started using it when I began working for Basic Organization. Now, I use it for my events and tasks as well. The color coding is perfect, and I use a different color for each family member; plus, I like how easily it syncs with all my devices. It’s with me all the time.”
Ann
“As much as I loved the old paper calendar, I switched to a digital calendar once my kids were old enough. We always have our phones with us, so this made sense. My kids and husband can access my calendar, so it became the family calendar. My college student still adds things she thinks we must know to the calendar. It’s nice to have it all in one place, and in theory, everyone can look at the calendar instead of asking me questions. (I’ll let you know when my husband stops asking).”
Rouba
“I use both digital and paper calendars.
The digital is terrific for all the appointments, sharing with husbands and family, and, of course, all the reminders and notifications it gives. You can also search for past appointments.
I also use a paper calendar, also called an agenda planner, which stays on my desk. I love the one that offers the whole month on one page, so I can see it at a glance. The paper planner I use is mostly for work hours and classes I teach. If there are some holidays, it’s easy to see them all at once. And it’s small enough to fit in my backpack when traveling.”
Sue
“Although I have used both paper and digital calendars. My digital calendar is the most reliable. I have improved over the years, putting everything (birthdays, anniversaries, doctor’s appointments, travel dates) on the Google Calendar on my phone. These days, our phones go with us everywhere and can do so much. Make a phone call, take a picture, and schedule an appointment. Text, email, and even send signed documents. This is definitely the digital age. I’m happy my (older)generation is learning that it’s easy to have scheduling at your fingertips. Just use your calendar on your phone!”
Let us know how you best manage your appointments.
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Sue
Google calendar all the way! But I’m very interested in learning more about how Sue uses a bullet journal as a calendar.
She’d be happy to discuss it with you.
I use a paper planner, which has my calendar and to-do list. However, if I were starting a new system today, I’d use Google calendar. It’s portability and share-ability are great for families, and so many invites can be automatically added. I have a Google calendar, and I do end up adding invites and stuff to it when they come through. But they end up being duplicates, because logging things into my book is my first step. I also had the large wall calendar when my girls were younger and living at home. The point about putting everything down is key!
We used to have a large wall calendar too, when my kid’s were young.
I suggest to clients that they use only one system so mistakes aren’t made, but I’m sure you have it under control.
It’s so much fun reading everyone’s scheduling preferences. Years ago, I was paper-based, but now I’m 100% digital. One calendar handles appointments for both professional and personal happenings. My favorite aspect is color coding. So, at a glance, I can see where my time is going to land and how much white space I have available.
I use Apple products and the Apple Calendar. My devices are linked to view the schedule from my desktop, iPhone, or iPad. I prefer to do most of the scheduling on my iPad because of the larger screen size and how portable it is.
I also love color-coding on my calendar. The visual is very helpful to me when I want to make sure I’m not devoting too much time to any one thing, to keep a work/life balanace.
I love seeing what other people do, so thanks for having your team share. Personally, I consider my approach to be hybrid.
I use a paper planner for my calendar of all obligations and key tasks, but use my Outlook calendar for any obligations that are computer or phone related. Let’s face it, you can’t write a Zoom link in the little boxes on your paper calendar (and you wouldn’t want to). So, if it starts as digital and I’ll be doing it from my desk chair (scheduled phone call, Zoom, Team meeting, Meet), it goes on my digital calendar as well as my paper one; the digital calendar holds all of the digital events (calling phone calls “digital” is a stretch, I know) that are scheduled digitally.
I don’t use a Google calendar at all except for a few circumstances where I’ve joined/subscribed to a series of repeated digital events, and if there were an easier way to get them onto my Outlook calendar, I’d skip Google altogether.
I like that you said, If it starts digital it stays digital. That’s a good way to think about it.
It’s interesting that many of my organizers friends use a paper calendar or a hybrid version.