Powerful Planning with Calendar

Written By Hun Kim

Last updated 4 months ago

If Inbox is where you collect future work, Calendar is where you turn those plans into time.

Tips

  1. Plan with Time Blocking
    : Plan the tasks you've organized in your inbox on the calendar to put them into action. With time blocking, you can execute immediately without worrying about what to do during spare time.

  2. Organize with Day Theming
    : Set work themes by day of the week, such as Monday for meetings, Tuesday for design, Wednesday for administrative tasks, or by time periods like morning for personal focused work and afternoon for meetings. Focusing on the same type of work can be much more efficient than switching between various tasks.

  3. Choose the right visibility for teamwork
    : Sometimes a day doesn't go as planned, especially since work in companies involves collaboration with colleagues. By adjusting the Visibility of planned tasks on the calendar to Public, Deep work, or Invisible, you can boost both your productivity and your teamโ€™s. The default Visibility can be changed in Settings.

    • Public: Mode visible to all team members. Set as default when creating meetings.

    • Deep work: Mode for focusing without interruption from team members. Shows as busy to teammates.

    • Invisible: Mode not visible to team members. Keeps personal schedules private.

  4. Managing Tasks and Events Separately
    : Work time consists of various types of activities: personal work, personal schedules, and meetings with team members. Categorize work requiring 30+ minutes of focus as tasks, and appointments or meetings with specific times as events. Managing them separately according to their nature allows for more systematic time utilization. Note that for events, you can directly create and manage Google Meet links, reducing preparation time for remote meetings. You can join Google Meet directly from calendar blocks or quickly copy and share links.

  5. See what matters at a glance
    : Past schedules have darker block colors to quickly identify already passed events, and incomplete past events appear in a darker shade, while unfinished ones use a subtle animation so they stand out.

Next Steps

Now that you've planned your work with the calendar, let's record emerging ideas and important information without missing them.