Back to blog

The Top 10 Tips For Effective Calendar Scheduling.

Cover Image for The Top 10 Tips For Effective Calendar Scheduling.
Assantewa Heubi
Assantewa Heubi

How To Use Effective Calendar Scheduling.

If you're reading this, you probably have a calendar, and you're trying to figure out how to get the most out of it. Here, we are breaking down ten tips to help you harness the power of effective calendar scheduling. These tips are easy to implement and can be used with a wide range of calendar types. You can use them with retro wall calendars, or you can use them with calendar apps Apple, or Google, or even a scheduler like

The first thing you want to do is start using your calendar right away. It doesn't really matter what you're using it for, just that you're using it. The simple act of starting to use a calendar builds the base for a habit, and it takes time to form a habit. The more repetition, the easier the habit; the sooner you get started, the better.

Second, make sure your calendar is always accessible. If it's digital, make sure it's synced on all your devices, and make sure it's available as one of the first apps you see when you unlock your phone. This is important because you're not going to use something you can't effortlessly access.

Third, set aside time for both work and play. Make sure you aren’t limiting the types of tasks you put in your calendar. The only criteria you need to put an event in your calendar is whether it's something you need to do or want to do. This will help you figure out which things you need to prioritize, and it's a lot easier to reschedule wants than needs.

image of hand holding a smartphone with a calendar on the display

Fourth, if you’re using a digital calendar, remember to share your availability or booking link with those in your social circle. Doing this helps ensure that all your most frequent contacts can book time with you, making it easier to plan events, and collaborate.

Fifth, ask your friends and colleagues if they use a digital calendar like Apple or a scheduler like If they do, ask them for their availability or bookable calendar link. This will help smooth things out when organizing time for important events in the lives of people around you.

Sixth, always set aside a couple of hours of free time for yourself each week. Once you start using calendar scheduling regularly, you'll notice that most time slots are filled pretty quickly. This is why it's a good idea to purposefully create some blank spaces. Doing this means that you'll have a little bit of extra wiggle through when life throws you a curveball.

Seventh, use your calendar to schedule regular meals. It's really difficult to be effective, organized, and impactful if you're not feeling well because you're hungry. It's essential to include time to refuel and nourish yourself as part of your schedule. This might seem obvious, but basic things like eating and staying hydrated tend to get lost in the mix when we're hustling.

image of cup of coffee on top of a calendar on a table

Eighth, remember that your calendar is here to help you, not judge you. It's okay if you have to reschedule or cancel a calendar event. Life is mercurial, things change, and it is completely acceptable to adjust your calendar to reflect this.

Ninth, review your calendar regularly, for example, two or three times per day. This will help you keep track of what's going on and make it easier to adjust things when necessary. Personally, I like to check my calendar in the morning after breakfast, right before I take a break for lunch, and an hour or so before dinner.

Tenth, give yourself an incentive for using your calendar regularly. In fact, schedule that incentive into your calendar. It doesn't have to be something big, just something that you appreciate or value. For example, I love pastry, so every now and then, I like to schedule a little trip to the local bakery.

Hopefully, a few of these tips will be helpful on your journey towards better time management, and if any of these give you your own ideas for effective calendar scheduling and strategies, feel free to tweet them @calcom, since when it comes to mastering time management, we're all in it together.

Sign up for a 14-day free trial of