Productivity tips for small business owners: These 7 calendaring tips add productivity (and sanity) to your week

Posted by Patrice Rhoades-Baum 2 Comments

Is every week crazy-busy?
How can you add productivity – and sanity – to your week?


"Bear in the backyard" photo by Patrice Rhoades-Baum

“Bear in the backyard” photo by Patrice Rhoades-Baum

There’s an old saying that goes (roughly): “Sometimes you get the bear; sometimes the bear gets you.” When you’re crazy-busy, it can feel like you’re being chased by a bear – and it’s gonna get you! Often, feeling crazy-busy goes hand-in-hand with feeling stressed.

After a 25-year corporate marketing career and 10+ years owning a business, I’ve discovered that being organized goes a long way toward reducing stress and being productive.  Today, as a marketing/branding consultant and copywriter for websites, blog posts, speaker one-sheets and more, I have a lot of plates spinning.

Taking time for “calendaring” helps to ensure my week is sane, organized, and productive. Calendaring helps to ensure you never miss a meeting and always complete projects on time. That’s why calendaring is one of my favorite productivity tips for small business owners.

If you spend time wading through emails and stacks of paper searching for details, are late for meetings, and stress over deadlines, then I encourage you to give these calendaring tips a try. Wouldn’t it be great to get on top of details and deadlines? Wouldn’t it be great to get the bear?


Let’s follow the “Who/What/When/Where” approach to discuss this productivity topic.Calendar

WHO: Every busy person including solopreneurs and small business owners who could add a bit of productivity (and sanity) to their lives. In fact, calendaring is one of my favorite productivity tips for small business owners, because it make a big difference in your quality of life.

WHAT: Take time for calendering every week. To me, it means carving out time to sit down, take a breath, and create a complete to-do list for the upcoming week. This starts with organizing all events in your calendar (whether it’s paper or electronic). Mark down all appointments, note all project deadlines, list priority action items, and so forth.

WHEN: I reserve time every Monday morning to organize my week. It can take a couple of hours! Do your Mondays start with “ready, set, go”? If so, consider taking time for calendaring on Friday afternoon for the upcoming week. If necessary, do this over the weekend.

WHERE: This activity requires focus – and having information and office tools at hand. I encourage you to do your calendaring at your desk in your office. That way, you have all tools handy: your phone, computer, email, electronic or paper calendar, pens, highlighters, etc.

HOW: When it comes to calendaring, here are my favorite productivity tips for small business owners:

  1. Create ONE list for the whole week; identify daily action items and milestones – Take time to create a complete to-do list for the upcoming week (either on paper or electronically). This includes identifying tasks and projects you MUST complete as well as those you HOPE to complete. Calendaring takes this a step beyond jotting down a simple to-do list. Whether your calendar is electronic or paper, take time to identify action items to tackle on specific days. Believe me, when you create a thorough, day-by-day action list that’s integrated with your calendar, all sorts of details will pop into your brain … important details that may otherwise get overlooked. Plus, there’s a good chance you’ll step up your productivity.
  2. Schedule “meetings” with yourself – Do you have a long-term project on your plate? Often, business development activities and long-term goals that are important do not have concrete or looming deadlines. Set aside time to get it done! Put this appointment in your calendar, and don’t skip it. A good example is dedicating a portion of every Monday to be “Marketing Monday” to promote and grow your business.
  3. At the end of every day, take time to wrangle loose ends – Write down all appointments, tasks, notes, reminders, and deadlines for the next day. Capture all details. Otherwise, these “gremlins” may wake you up at 2:00 in the morning.
  4. Include personal tasks on your master list – Let’s say your anniversary is next week, and you need to call in reservations at your favorite restaurant. Better make a note. Or perhaps you’re hosting a friend’s birthday party at your house. Don’t forget to order the cake. When calendaring, include important action items related to personal projects.
  5. This is a good opportunity to clear off your desk – While calendaring, take time to file papers, address sticky notes, and check unread emails for surprise action items.
  6. Send a reminder/confirmation email to meeting participants – For meetings that have been set up for the week (either in-person meetings or conference calls), send a reminder email to the participants. This helps to ensure the meeting happens as planned, and the project moves forward.
  7. Set alarms in your smartphone – You can set up alarms to alert you to certain high-priority activities such as meetings and doctor’s appointments. (Don’t go overboard.)

WHY: Carving out time to get organized actually buys you more time! Taking time for calendaring helps to clear your mind, reduce stress, and tackle priority projects. Without question, it makes you more productive. And you’ll be on top of details and deadlines!

Imagine no more searching for lost files, being late for important meetings, or missing project deadlines. Investing just a bit of calendaring time every week can truly add productivity – and sanity – to your work week.


This is why calendaring has become one of my favorite productivity tips for small business owners.


2 Responses

  1. Sue says:

    Great tips, Patrice!

    • Patrice Rhoades-Baum says:

      Thanks Sue! That means a lot, given the fact that you’re a professional organizer!