, professional organizer life coach, Tracy Hoth, with pink background and text overlay, "Ep. 39 Struggle with Time Management Google Calendar Tips You Must Know" from The Organized Coach Podcast

Do you find yourself struggling with time management? Not following through on your calendar? Forgetting to do important tasks that will grow your business?

I am here to help. I work with coaches (and non-coaches) to improve their time management. In Organized Coach Academy we spend a whole module on organizing our time. By knowing exactly what they need to do to get clients, fill their programs, and market their coaching businesses, they feel more confident and execute their calendar at a higher level. Try it!

In this episode, I share some simple and effective Google calendar tips that have helped me and my clients.

But first I think it’s important that you know how you are currently spending your time AND what you need/want to do in your business every day, week, month, and year to run it like an organized CEO. Listen to see what I recommend you do first.

The key moments in this episode are:

  1. Analyze how you are and how you want to be spending your time. Data is needed along with a breakdown of tasks to run your business.
  2. Create an Additional Calendar to Organize Time and Tasks: Establish a calendar for daily, weekly, and monthly tasks. Make appointments at the week’s start and adjust them to specific times during planning.
  3. Turn Off Notifications: Minimize distractions by disabling audible notifications. Customize reminders to strike a balance between staying informed and avoiding constant alerts.
  4. Play with using both Tasks and Focus Time: Schedule distraction-free project time. Customize preferences for notifications and meeting declines.
  5. Sync with Booking Calendars: Ensure your booking calendar syncs with Google Calendar to prevent double bookings.

Your Time and Calendar Expert,

Tracy Hoth's Signature

hot coral color background with text overlay, "Organizing TIp: Create a task calendar with daily, weekly, and monthly tasks appointments." from The Organized Coach Podcast with Tracy Hoth

Resources Mentioned:

Episode Organized Coach Academy 
FREE Workshop: 3 Secrets to Organize Your Digital Files

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Transcript with time stamps:

[00:00:00] Let’s go! Episode 39. If you struggle with time management, if you struggle with following through on your calendar, writing a list of things and then not doing them, spending too much time on one task and not getting to your next thing, then I am here to help. I have some Google Calendar tips that you must know.

[00:00:23] Some of these have been so helpful and I’m going to share those with you in this episode. I want to let you know right now that I have a couple spots open for private coaching. I stopped organizing in person in 2023 in order to open up some spots on my calendar for private coaching. So right now I am helping clients create a webinar.

[00:00:46] I’m helping them get all their tech set up. I’m helping them find clients, make a marketing plan, get their calendar and their time organized, helping with all digital organization, anything that has to do with that. If you’re a coach, that’s what I help with. You could be a coach that has one client.

[00:01:06] You could be just starting your business. You could be a coach that works full time. I have some of those want to grow their business so they can either stop working or go down to part time. Or if you’re listening to this and you are not a coach and you want a coach that creates a safe place to coach you on and help you with relationships, goal setting, time, routines, systems in your life, any of that, then you can sign up for a call with me just so we can discuss, make sure we’re a good fit, and you can learn all the details and we can make a decision together. The calendar link for that is SimplySquaredAway.com/appointments. Okay. Let’s get into these Google calendar tips that you must know. Are you ready to work less, feel more organized and productive, streamline repetitive tasks, and implement systems that allow your coaching business to run smoothly, even without you? If so, So you’re in the right place.

[00:02:10] Welcome to the Organized Coach Podcast, your go to source for practical tips and solutions. I’m your host, Tracy Hoth, professional organizer, certified life coach, simplifying expert. And most of all. down to earth fellow coach, just like you. No matter if you think you’re missing the organizing gene, have ADHD or just love anything organizing, I’m here to help you become an organized coach with a business that works for you.

[00:02:38] Pull up a seat and let’s get started. Do you have a hobby? I’m curious what people’s hobbies are. My husband has a hobby. He plays pickleball. He’s very good. He plays a lot and he loves it. I’ve played. I like it when I go play, but I haven’t made that my biggest hobby. When I was young, I used to cross stitch. I cross stitched all of our Christmas stockings.

[00:03:04] I cross stitched some artwork on our wall and this winter I decided that I’m gonna pick that up again. So I’ve been cross stitching. I have two projects I want to do. One is cross stitching my daughter-in-law’s Christmas stockings So that’s what I’ve been doing.

[00:03:22] It’s been really fun getting back into it, but I sit a lot so I need some movement, but I’m curious. What are your hobbies? You should DM me on Instagram at @TracyHoth and let me know but let’s get into time management. When you think about time, one of the things that I think is pretty important to start with is a time audit to know what you need to do and know what you’re doing.

[00:03:47] That kind of has two parts. First, to track what you’ve been doing. You can easily just print out or have a calendar sheet with each hour or each half hour. You can just track what you’re spending your time doing. I think that’s super important just for you to realize. Oh, yeah I do this task or oh, yeah I’m not as efficient as I want to be or oh I did get distracted and spent three hours on that when I only had it down for one hour. It’s just helpful information not to judge ourselves, but just to gain Insight and information about how we’re spending our time.

[00:04:24] Then the other part of tracking is to write all the things that you need to do each day, each week, each month and projects that you’re wanting to do. Write all that down so that you have a starting point to plan in your calendar. And this is one of the things we do in organized coach Academy. We have a week where we focus on organizing our time and It’s so fun to do together because you’re brainstorming like what are the things that we do and by hearing what someone else says you’re like oh yeah I need to do that or I do that I just forgot about it and so we write down all the things that we do each day week and month and year and then we can get them on our calendar.

[00:05:08] That’s where I want you to start if you haven’t done any of that. In episode 32, Liz Rose shared that in Organized Coach Academy, the time part was the most impactful for her because of this one tip I’m going to share next, but looking at what she had to do in her business to keep her business going, to keep running it, the minimal thing that things that she had to do was so much less than that she thought.

[00:05:33] I think it was just so freeing to see Oh, yeah, this is all I really need to do. Then figure out how much time that takes and get it on your calendar so you do it. You’re not thinking of every single thing you want to do. You’re just knowing, okay, these are the most important things. These are the things I need to do.

[00:05:52] The next part of this is once we have those things is to put them on our calendar. You might be in one of these two places in your business – you might have a project management system like Asana or Meister task or something else similar to that where you have these tasks listed and they’re repeating tasks and you can put them in there. You put all this information in there but if you’re not there yet I love using Google Calendar for these tasks.

[00:06:25] It’s simple. You probably already use it. You can use any digital calendar. This works. I just use Google, so I’m going to talk about the Google Calendar because I’m super familiar with it. But you can use the calendar for these tasks. to simplify and make sure you get them done. Step one is to add a calendar to your calendars.

[00:06:49] If you’re familiar with Google Calendar, it has I have a couple different calendars that lay over each other. I have a work calendar, I have my birthday calendar, so all the birthdays show up. I have a personal calendar. And then I have two for my programs. I have one for Organized Life Academy, which has all the calls on that.

[00:07:10] It’s a public calendar, so other people can add that to theirs. And I have one for Organized Coach Academy, which has all the call times that can be added to their calendar. So all of those are separate calendars listed. that you can check on or off, but they’re all on my one calendar. So we’re going to add another calendar to our calendars.

[00:07:33] You can do that on the left column, you go under my calendars, and there’s other calendars, and there’s a little plus sign by it. That’s how you add another calendar. And that calendar, I just call it organized time or something similar to that. And what you’re going to do is make appointments. of all the tasks that you want to do.

[00:07:52] Of course, I would group them, do as much time blocking as you can to do like digital things all in one task and daily things that you want to do, possibly all in one task. And then you make these appointments on your calendar. I know this might sound a little bit confusing, but we’re going to separate them out by daily tasks.

[00:08:16] Is there anything you do every day? Now, this could be that you check your email. Maybe you want to practice reading your goals. Maybe you check. with your clients, and maybe you check your social to see if there’s any messages that you need to deal with. And also, maybe you post or share something on social media really regularly, like every morning.

[00:08:38] That could be one task. So you would make an appointment for daily tasks, and I would put it at about 7 a. m., and it would be repeating. Maybe you work five days a week, or maybe you just work three days a week. Repeat this task every workday and put it in the morning. And the whole goal of this is to have these as appointments.

[00:08:59] Then when you plan your week, you’re going to take the task, and you’re going to slide it into the time that you’re going to do it. Because if I make a task, and then the And I put it at a certain time each week, things might change because my schedule might be irregular. Maybe yours is very irregular.

[00:09:18] The tasks that I want to do every day, every week, every month, the regular things that are occurring, I make appointments for these. And then when I do my planning. I take that appointment and slide it into the time that I’m going to commit to doing it. And I just love this. I love not having it block out time on my calendar ahead of time.

[00:09:43] I like having the option for clients to schedule, for podcast interviews to schedule, and have my calendar more open, but then take that during planning time and slide it into place. I know that’s Maybe confusing over a podcast, but if you really struggle with time and organizing your time, then get an organized coach academy or let’s work on it together privately.

[00:10:08] We have a daily task that you might add in the morning every day that you want to do it and weekly tasks. For example, writing your weekly email. Maybe you check your finances or, you know, handle your finances. Or you create a piece of content. Maybe you jump in some groups and network. To any of those tasks, you would make these appointments.

[00:10:33] I like to put them on a Sunday and then when I plan my week, I take that appointment and I slide it into the week wherever I decide that I’m gonna do it. I think of this, it’s like meal planning. When I’m going to go to the grocery store, I might think of five meals I’m going to have during the week. But I’m not going to decide, oh, this one for sure is on Monday, this one’s for sure on Tuesday.

[00:10:55] I’m just going to have these five meals, you know, one might be something easy, one might be a frozen meal, and then three might be ones that require more time. I might think of it like that, but the day comes, or when I begin the week, I’m going to kind of slide those meals into place. So you can think about it like that.

[00:11:14] I have them there, I know I’m going to do it, but I’m going to decide when it’s closer the time that I’m going to do it each day or each week. Monthly tasks would be assigned to a week. So for example, I fill in a KPI worksheet, a key performance indicators worksheet. Maybe I organize my digital files, I clean up my desktop and do a few other organization tasks.

[00:11:41] I might review my numbers, my finances, and make CEO decisions. I might plan all my content for the next month. Maybe I spend certain times each month booking guests for the podcast. So those things I can divide. Week one, I’m going to do all organization type tasks, and I’m going to add an appointment.

[00:12:04] It’s going to repeat every first week of the month. And then when I get to that week, I’m going to see, oh, week one tasks. I’m going to slide it into the spot that I’m going to do it that week. Week two comes, oh, look, I already have my weekly appointment there for week two tasks, which might be planning my content for the month.

[00:12:27] Then I slide that into place as I look at my week, I see, okay, I do have time Friday morning. I’m going to slide that into that spot. That has been so helpful. Here’s another thing that I’m just starting to do with my calendar. One of my colleagues, Lori Shopland, she is doing a hundred day challenge to do 10 exercises for 10 minutes.

[00:12:49]  I have the Lindywell app. I’ll include a link to that below this In the show notes for you, if you want to look at that, it’s a Pilates app. It is amazing. I’m absolutely loving it, but I find that I’m not doing it. I’m jumping on her challenge in a little bit different way. I am challenging myself to do one Pilates workout every day for 30 days.

[00:13:16] What I did is I went on my Google calendar and I made a task. This time it’s a task. In the create button, you have the option to create an event. You can put focus time, which I’ll talk about in a minute. Or you can make yourself out of office. You can make a task. When you make a task, I made it repeating for 30 days.

[00:13:41] Once a day and I didn’t put a time so it puts the task at the top of each day on my calendar And then when I look at my day or my week I can plan for the whole week But I also can just take it day by day So I don’t get too overwhelmed and I can look at the next day and I can think okay when I’m gonna When am I going to do my Lindywell workout and I can take that task I just click it and click edit and put in a time in there and the task moves to the exact time I want to do it, but the reminder is there that I need to do the task and it’s up at the top of my calendar so it keeps it clean and It’s there for me to So let’s go ahead and start with what I want to do.

[00:14:23]  I want you to actually adjust or to slide in to edit so that it goes to where I want to do it. So for example, today I looked and I thought, OK, my daughter gets home from work or school, and we’re going to work out at 4 o’clock. I slid it into the 4 o’clock hour. Actually, tasks you have to edit and then put the time in there.

[00:14:41] I uncheck all day and I put the exact time. With an appointment, you can actually just grab it and slide it into place. So play with that. Let me know what was confusing to you, what you have questions about when it comes to that, but if you really want to have repeatable tasks on your calendar in a simple, easy way that you’re not going to forget to do them, but they’re not blocking time that might change.

[00:15:10] Then try this tip. So tip number one is to create an additional calendar that will overlay your current calendar and make appointments for your daily, weekly, and monthly tasks at the beginning of the week or the beginning of the day, and then slide them or move them into the time that you’re going to do those each week and each day.

[00:15:31] Tip number two is to turn off notifications. Make sure that your calendar isn’t an, audible notifications. Make sure your calendar is not dinging and ringing every time something changes. I do like getting 10 minute before pop ups so that I am reminded of appointments coming up, but you can check and change and customize all your notifications.

[00:15:58] The next tip is to use focus time. I did not know this before, but you can go to create and you can put focus time. That’s one of the options and that will turn on, we’ll put on do not disturb. It’ll mute anything that would come up and you can have an appointment. That you’re focusing on. So this might be for projects.

[00:16:20] You can schedule a project time that you have no distractions. So use focus time. And when you’re scheduling focus time, you can set your preferences. So to receive notifications, to decline meetings. And you can just click on it and it will automatically, it will become the default for you. And here’s another calendar tip I figured out recently.

[00:16:47] This is probably more specifically if you have a business and you have a booking calendar where people book appointments with you. I use Acuity. And what was happening was I was in a program, it had call times and it had its own calendar. So I added that to mine and I, it’s on my calendar that I look at.

[00:17:07] All the call times are on my calendar. But what was happening was people could book appointments during those call times. It wasn’t marking it as busy. So what I was having to do was make double appointments on my own calendar along with theirs to make sure that spot was busy. But what I figured out in Acuity.

[00:17:27] Where you, where it says sync with other calendars, and I’m sure this is with any booking calendar service, but sync with other calendars. I synced it with my Google calendar, but right under that, it also says, and also block off time from, and I added my own organized life academy. I added my own organized coach academy, and then I added the other program that I was in.

[00:17:51] Now all those times are coming up as busy. People aren’t able to book appointments during those calls, which has been so amazing. So I’m not going in there adding appointment times or having to tell, tell someone, Oh my gosh, I’m so sorry. I have an appointment. Something didn’t work in my calendar.

[00:18:11] Check on that in your scheduling software if you’re finding that happen. So the first tip, create a calendar that has your daily, weekly, monthly tasks. as appointments, and then at the beginning of each week and each day, slide those appointments into the time that you’re going to do those. And I don’t know if I mentioned this for sure, but in that appointment, in the description, you can have the really specific tasks that you’re going to do.

[00:18:40] For example, In my daily task, when I pull it up, it says check on DM’s social media email. Look at my plan your year calendar and read the goals. Look at the day and plan. So that by plan, I mean slide the tasks into place. So you don’t even have to think about what you’re needing to do. It’s already in the description of that appointment.

[00:19:07] In another example, I open week two monthly tasks and it says clear desktop, backup computer, organize one file, create one system. So those are my monthly tasks. I’m running my business. I’m working on creating a business that can scale and that’s organized. And I have it all written in. It’s scheduled on week two and I slide those tasks into place.

[00:19:35] It’s such a beautiful thing. Okay. And turn off audible notifications. Try and play with the tasks and try with the focus time. When you’re doing project time, you might schedule it under focus time. As an option instead of an event, you could schedule it as focus time. So play with those two things and see what you think.

[00:19:57] I would love to hear your Google calendar tips or your digital calendar, whatever you use. Any tips that you have, reach out to me, DM me on social. You can email me at Tracy@SimplySquaredAway.com. If you’re not on my email list, go to Simply Squared Away. At the very top, it says get your free file naming formula cheat sheet here.

[00:20:20] You can grab that file naming formula cheat sheet. It’ll teach you how to name your files in a systemized way so that you can find them easily, so you know where to put them. But it’s a file naming formula that you can use with your digital files. And then you’ll be on my email list. So you could hit reply to an email and let me know what are your Google calendar tips?

[00:20:42] What are challenges you’re having with getting the tasks done that you need to get done? Okay, until next week, have a great day. Wait, if you’re finding this podcast useful, you must check out the Organized Coach Academy. It’s my course where I walk you through every step to get your business organized to get yourself organized to save money and time to prepare to hire someone to do all the things that you want to do in your business with ease.

[00:21:13] Check that out at training.simplysquaredaway.com/oca. Also, I’m sure you’ve heard this a million times, but I would love it. It’s my way of knowing that you’re enjoying the podcast. If you leave a written review, I have lots of freebies for you. They’re linked in the show notes. You can find them in my bio on Instagram at @TracyHoth, and until next week, have a beautiful day.

professional organizer life coach, Tracy Hoth, with pink background and text overlay, "Ep. 39 Struggle with Time Management Google Calendar Tips You Must Know" from The Organized Coach Podcast

Tracy Hoth