The Tyranny of the Calendar
“Look at my week, Marguerite!” Daniel exclaimed during our fortnightly coaching call. His frustration was palpable – his calendar was a chaotic mess of endless meetings, leaving him overwhelmed, time-strapped, and unable to focus on the important deals he needed to close for his company.
I asked Daniel to share his calendar on the Zoom screen, and the visual was indeed telling. His days were chock-full of back-to-back meetings, often stretching well into the night as he tried to catch up on his work. It was a textbook case of the “tyranny of the calendar” – a phenomenon where our schedules dictate our lives, rather than the other way around.
Introducing the Calendar Clearing Exercise
I knew I had to help Daniel regain control of his time, so we embarked on a “Calendar Clearing” exercise. Starting with the upcoming Monday, we went through each meeting in his calendar, exploring a series of questions:
- Is this meeting essential for my role and responsibilities?
- Can I delegate or reschedule this meeting?
- Can this meeting be condensed or combined with another?
- Is there a way to attend this meeting more efficiently, such as through a quick check-in or email update?
By the end of the exercise, Daniel had freed up an entire afternoon and a whole day from his previously jam-packed schedule. He couldn’t believe it – it was like discovering hidden treasure in his calendar.
Filling the Void Intentionally
But our work didn’t stop there. I reminded Daniel that “nature abhors a vacuum” – if he left those newly freed-up time slots blank, chances are they would get filled with things that were not important and not the best use of his time.
So, I invited him to block off specific time slots for himself to focus on the critical work that required his undivided attention, like those important deals he had been scrambling to complete at 11 p.m. every night. This way, he could protect his time and ensure he had the necessary focus to drive his business forward.
Ripple Effect: Empowering the Team
A few days later, I guided Debbie, one of Daniel’s team members, through a similar Calendar Clearing exercise. I noticed that her meetings were so tightly packed that she rarely took a break for lunch. By the end of our session, her calendar now had 30 minutes blocked each afternoon for a much-needed lunch break.
Both Daniel and Debbie have committed to doing this Calendar Clearing exercise every Friday afternoon. Not only has it helped them regain control of their time, but it’s also sending a message to their team about the value they place on their time and what’s important to them.
Over time, their team members may even start to follow their example and manage their calendars more effectively. This could lead to a more productive and even joyful team, where everyone is empowered to prioritize their time and focus on what truly matters.
The Power of Your Calendar
Your calendar is an invaluable tool for managing your time and productivity, but only if you use it proactively. A weekly Calendar Clearing exercise will ensure that your calendar reflects your priorities, not the whims of others.
Remember, we all have 24 hours in a day – the only difference between us is how we choose to use those hours. So, guard your time zealously, and don’t let your calendar become a shackle that binds you. Embrace the power of Calendar Clearing and unlock your true potential.
