hello again my name is Phyllis Khare and I've already told you a little bit about
my time management program and how I developed it so let's just get started
so I want to reduce your overwhelm and increase your productivity and I have a
few very simple steps that can help you in that journey to live a calendar-based
life and like I said before Google me I like being googled and there's a lot
I've been doing since 2010 and even before that way back in the 80s and 90s
because I'm that old I want to express my understanding of how it is to feel
overwhelmed and I told you a little bit about my story but if you are having any
of these particular problems then you definitely have some time management
issues if you don't feel any momentum in your personal or professional life then
you really truly you know this you need time management skills but also if your
pay ratio is off for the amount of time that you're taking to do something for
the amount that you're being paid if it doesn't really add up then you need
better time management because if you can learn to manage your time better
you'll be able to get these things done quicker and therefore give yourself a
raise now all of us would like to be feeling like this sitting on the beach
in Barbados and I did and I did work from the balcony and it was freaking
awesome but time management should feel like this it should feel easy and
comfortable but most people have a big disconnect when it comes to managing
their time that they don't quite have their feet on the ground when it comes
to time they think that time is something magical and that something
extraordinary is going to happen that they can fit everything on their to-do
list in in a day so let's talk about this the one thing I need you to do as
we go forward with these these new rules - time management that I've developed is
that nothing changes unless you decide to change nothing will change and what
you're willing to try some of the things I'm going to suggest today so most
people will say you know you know I'm sure it's not as simple it's just using
my calendar but I'm here to tell you it really is it's really that simple so
living a calendar base life it's simple and easy to implement but you need to be
willing to try ok so let's get started these are my six easy rules to change
your life and learn to live a calendar-based life rule number one put
everything on the calendar rule number two no overlapping rule number three use
only time blocks or individual events and we'll talk about all of these in a
deeper way in just a moment but this rule number three is about how your
brain works and so we'll get into that in just a moment
rule number four set a reminder for everything and sync your devices is rule
number five and rule number six is always do a weekly review and preview
this one rule this one changed when I started doing this
consistently every week made me so much more productive just immediately just by
following this one rule so let's get into each of these and see what they're
all about rule number one put everything on the calendar I really and truly mean
everything you know a lot of people think we'll I'll put my dentist
appointment or I'll put my phone call that I have to do at a certain time on
the calendar but you really need to put everything on the calendar and if you
have clients maybe your clients need to have their own calendar layer now I'm
not gonna do a lot of google calendar 101 in this webinar but each client that
you have can have their own own layer calendar that you can show or not show
inside of Google Calendar so you have to put everything on a calendar I have a
house calendar I have a client calendar I have a regular Phyllis life calendar I
have connections to my husband's calendar and my son's calendar so I have
all these different layers that I can turn on or turn off to see what's going
on but if you're not used to putting things on your calendar take the first
week and just use your calendar as a journal so on Monday you did this for a
certain amount of time and you had lunch and then you did this for
another certain amount of time no matter what you did put it on the calendar like
a journal and you'll start to find that your calendar will be showing you stuff
that you probably are in denial about for example you might find that what
you're doing during your day is not contributing to your business and it'll
be very clear if you use a cure if you're willing to try this to put
everything that you do on the calendar we'll go into more about that in just a
minute but how do you put it on the calendar well there's two big spaces to
put what you do in a space on the calendar the first one is the title and
the other is the description so depending on what it is that you're
doing you can use the title to put everything that you've done and or you
can put everything that you've done inside the description area for example
this one says pre-launch content creation and inside the description area
I put find and source the images create the images do the keyword research write
the drafts create the video animations and schedule everything that's a lot
inside of that one particular thing now if I'm going to put this on my calendar
or this is a journal of what I did during this time probably this is a
couple of hours at least a couple hours maybe more
on my calendar you can as well find out in just a minute and do things a little
bit differently so you can either put the whole task that you do in the
calendar title or you can put it in the description area keep that in mind and
as you're putting this on your calendar be generous with your time again if
you're using it as a journal this first week and then you just put the exact
time it took you to do these things but if you're planning for the future be
generous with your time especially in the beginning because most people don't
realize how long it takes to do things rule number two no overlapping for Less
stress so what this means is like I said if I have all these different calendars
and I turn them all on then anything is overlapping is mentally stressful
emotionally stressful and physically in their time stressful so if you turn them
on and you are in some way responsible for the things on those calendars you
can't have things overlap just looking at this image underneath this red X just
gets me stressed so we want to make sure that things look more like this
okay this is what we want plenty of room between things and lots of space to do
the things that we need to do now in the beginning your calendar is not going to
look like this especially if you're doing with step
number one rule number one we just put everything on the calendar you might
find that this doesn't look like your calendar and that's okay we'll just
gonna keep going with this so you're gonna add those other calendar layers in
if you're using them and adjust them so that there's no overlapping is really
very important to do rule number three this is where you have to understand how
your particular brain works either you're the kind of person who likes to
sit down and do a project and just do it till it's done which means if you have a
video or a podcast or a blog or something that you're creating then that
might take you all day long because remember is not just creating it is also
doing the marketing and scheduling and doing all the things that need to be
done so if your brain works like some people they just like one day Monday
they only focus on a blog post and that's just all that they do all day
long good for them I'm not that person I'm the kind of
person who needs to break up the tasks and do
at different times so inside of the task of creating a blog post there's a bunch
of different things okay so you might skit and I'm gonna go over this a little
bit how a blogger would do it but maybe there are five moving parts to creating
a blog post that writing sourcing the images getting the keywords doing the
editing putting it up as a draft having somebody look at it scheduling it and
then the marketing aspect I actually take each one of those parts of the
blogging process and put them as separate times on my calendar and then
that way if something happens in my life which sometimes it does I can just
easily move something to a different spot now also realize that if you move
things from day to day and keep moving them away from getting them done this is
where your calendar is talking to you your calendar is telling screaming to
you actually hey why are you avoiding this are you
just not skilled in this and are procrastinating are you need to
outsource this thing are you afraid to do this thing
what is it what is that internal bloc that makes you keep moving things rule
number four setting a reminder for everything I remember when I first got
started I had all my devices on and reminders set up for all of them and so
all five of the devices would you know do their little notification sounds all
at the same time ten minutes before each new thing on my calendar and I had to
like change that after awhile it was really like being in the clockmaker shop
but really and truly setting reminders is good now you can adjust this for how
it fits for you and I have found that in my life that 10 minute notification has
been working great but recently I've also added a
one-minute notification because inside of those 10 minutes when I should be
wrapping it up and moving to the next thing sometimes I get even more deeply
involved or distracted so I need that one more minute reminder and so I have
two notifications set up now for every event that's coming up in my calendar
you should figure that out for how it works for you and if you prefer email
you can do it that way if you prefer um having both and you can do it that way
this is custom designed however fits your brain rule number five now this
used to be a hard thing to do long you're going far away and that was
to sync your devices but now it's really very easy to do especially with Google
Calendar with one Google account and so I wouldn't
worry about that too much but on the settings on your mobile device you need
to check and make sure that all the calendar layers that you have on your
desktop are also visible on mobile so that's an extra step that you definitely
need to do rule number six always do a weekly review and preview so like I said
earlier this particular step really changed my life and that is to take a
moment I tend to do it on a Sunday night and I review what happened during the
week now if anything didn't get done during the week my personal rule is if I
put it on the calendar that means it's important that it needs to get done so I
can't just delete it or ignore it or leave it
into last week I have to look at it and say okay I didn't do it and so slide it
over to a day this upcoming week to get it done
then I look at the upcoming week and I see what's there and if you're like me
and unlike a lot of people you feel a compulsion to to fill up empty spaces
try to resist that compulsion because you need empty spaces for when things
get moved or things come up you need to have a place to put them now filling up
your calendar so that every space is filled up with something to do is
another way your calendar is telling you hey you here a little bit busier where
is the self-care where are you taking care of yourself make sure those things
are on your calendar - the cool thing about living a calendar based live is
your calendar if you pay attention to it and you put everything on it seriously
everything on it it will tell you when you're overbooked when you get an email
and says hey can we talk this Tuesday and you look at your calendar and
there's nothing you can move on Tuesday and nothing you can move on Wednesday
and nothing you can move on Thursday then you're overbooking yourself so that
is an indication that okay in my next week I'm gonna try and give myself some
more buffer time and I'm gonna stop trying to get so much done in a day and
spread things out a little bit it'll also tell you when you're avoiding a
certain type of task if you keep sliding calendar events over and then Friday
ends up you know like jam-packed full of stuff that you didn't get done that week
that means you're avoiding something this is a really good indication that
maybe there are parts to your business that you need to outsource you need to
else do it's also a really clear indication if you are setting up your
week and you're giving yourself good time blocks to get things done but you
never get them done inside of the time you think it's going to take that just
shows you you're not being very realistic about time and that you really
don't have your feet on the ground and this is a grandma's smackdown right here
did you really don't have your feet on the ground and know how much time
something takes the cool thing about Google Calendar again is if you're in
the middle of a task and it gets to the end of the time that you scheduled it
but you're not done you can drag it down for another length of time and then
continue working now remember if that overlaps with another thing that you're
going to do you have to move that other thing down because you're not allowed to
overlap in the system so if you do the work and you're not done and you drag it
down to finish the work now you can look at that and say oh well writing those
two scripts for YouTube actually takes me two hours instead of an hour and a
half and then going forward you schedule that you will be two hours
now through time you might find that you've scheduled two hours for writing
those YouTube scripts and all of a sudden you're very quick and now it only
takes you an hour good adjust it that's the value of the
adjustable time slots on a Google Calendar is you become very connected to
what time really is and how much you're getting done
if you use these simple steps and use your calendar as a way to manage your
time in the way I've just described then you will get more done in less time with
the less stress now there's a whole bunch of stuff to this I've really just
kind of touched on a little bit of it but I want you to know that I have an
entire playlist on YouTube that is all these different ways you can use Google
Calendar for blogging for really taking control of your own life for successful
planning all of this I have on this Google Calendar training program and you
can just you know go through them and enjoy them and learn a lot there too I
also have timeless timeless about me as a way to really deep dive into this and
get lessons on each of those new rules I also have coaching I have a lot of
people who just really need me there to help them get things on the calendar and
make this so bloggers vloggers and podcasters
whoo-hoo I have a few little advanced ideas to
kind of keep you sane so I want to go over those right now real quick
everybody's heard about bathing and everybody knows I love batching
but how does that look on a calendar okay so you have to go back to that rule
where you decide if you are a one-time block person or you're a multiple task
person on the left you see an image where you just work on the task all day
long that's just it you just focus all day long you're doing all the bits and
pieces of that on the right side you see where it's with all those tasks are
broken up into individual tasks on the calendar so on Monday you write two
scripts and then on Tuesday you record them and then you record the recaps for
IGTV and you use the audio for the flash briefing in other words you get all the
raw stuff recorded on Tuesday and then on Wednesday you can see that you do all
the editing you can see what a huge time block I put
in that one because that's the thing that takes me personally the longest to
do and then on the next day one of them goes live and then the flash briefing
goes live and then I have a two-hour time block where it's all scheduled out
through time so that it's not just a one post and then it's done so for me I like
the individual time blocks but maybe you can combine all of those and get all of
that done all day from 10:00 to 5:00 good luck with that more power to you I
mean if you can do that that's amazing I'm very impressed
also if you're using Google Calendar for vlogging blogging and podcasting you
need to learn to run the recurring feature inside of Google Calendar where
you can develop these time blocks or these tasks and have them repeat every
week and you can repeat them for me I have them repeat every two weeks so that
I have one week where I'm totally focused on YouTube videos and then I
have a week off and then I have a week on and then I have a week off and that's
what works for me and you can totally set that up inside of the date and the
recurring feature inside of Google Calendar so again back to the
willingness really if you can jump in with two feet on this one because there
are so many people once they've learned to live a calendar based live their
whole life has changed so there are two things you need to remember to say going
forward number one no matter what anybody says to you learn to say
let me check my calendar just say it everybody let me check my calendar
always check in before you say yes to something because if somebody's asking
you to do something and you just say yes that's a great idea I can do it and then
you later you go back to your calendar and you have no room to do it then that
is really not being a realistic person so let me check my calendar is one
phrase you should get used to saying all the time the other thing that you should
try and check yourself on is whenever you hear yourself obligating yourself to
anything anything at all then check that and say up let me check my calendar
or if you say yes I definitely can do that guest post then go straight to your
calendar and find a spot for it so in other words you start becoming more
integrated with your calendar checking it with your calendar making sure you
have time for it that's a really important process to do
going with its system
and it's just one more thing I want to talk about and that is a lot of people
use a to-do list I'm totally fine with creating a to-do list in any way shape
or form that you want to do it even inside of Google Calendar the task list
but I also consider that a first step it is not the final step and it will not
make you more productive a to-do list needs to be moved into a spot on your
calendar where it actually gets done and that's the way you become more
productive
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