How many times have you researched for the perfect app that provides you with all the options you need for meetings? Even though stores have so many, you might have not found one that works as your mind does. Some freemium versions even ask you to pay before your see what those options include.
While the digital business apps offer is wide, it is also time and effort demanding to find a suitable one that fits your company’s needs. Paper calendars are widespread and efficient especially if your business work involves many meetings. Here’s a guide on how to use the most suitable calendar templates to optimize your meetings schedule.
Your Calendar Guide to Business Meetings
1. Commit to Your Calendar
Your monthly paper calendar is a long-term commitment. Your data needs to always be up-to-date and organized. To begin with, you need to find a calendar template that suits your needs, while keeping it simple. Find a design on a website like CalendarTable.com and print out calendars for the current and next months.
Keep in mind that you only need a calendar to schedule all your meetings. By having one calendar, you will have central control over your time. Update the information as soon as you schedule something and consult it for upcoming events.
2. Organize Your Calendar
Before organizing time, make sure you have full control over the data you add to your calendar. You will need full and quick understanding of any information from the calendar. Therefore, before organizing your time you need to develop color code and a means to exploit your paper tool.
Think about the categories of your meetings, whether they are monthly, weekly or quarterly company events, meetups with clients, events with prospects, conferences or workshops. Think of where you will write them down and how. Also, use the same color to mark them as completed and minimize any risk of confusion.
3. Schedule Attentively
Scheduling is the essential part of the meeting optimization process. Consciously consult your overall monthly available time before scheduling and remember the context before adding the information. Other said, don’t give into the temptation to fill your calendar with many meetings in the same day.
Moreover, consider all the aspects of your time: a work-life balance, time for lunch breaks and time for your daily work. Think about the business day before adding a meeting. By paying close attention to scheduling you avoid going to the office during the meeting day and noticing there’s less time available for work than you thought.
4. Use Notes
The calendar provides with limited space for event information. Therefore, you might feel the need to write down additional information. As a back-up you can use an agenda and mark a symbol on the calendar as reference. Regardless of this limitation, according to an European study, 49% of internet users rely on a paper calendar rather than a digital one.
The space limitation might turn into an invisible shade once faced with the advantages of calendars. However, you should remember that one door leads to another under any circumstances. Therefore, you should refrain from making side notes about meetings even if they seem important. Also, avoid adding sticky notes to the calendar, as they only charge it with information that makes it harder to acknowledge the essential data. The sticky note might fall or cover some other meeting you will need to attend.
5. Develop a Ritual
Create a habit of checking and updating your calendar. Use Monday mornings to update the printable calendar with free days, upcoming meeting your might have missed and other details. Also, find the time to evaluate your previous calendar.
Your ritual can later include a weekly monthly schedule update to your assistant or employees. You can take a photo of the calendar and send it as a reminder for potential meetings. If you provide your assistant with access to your calendar, make sure you limit it and avoid any notes confusion. You know your business plans better than anyone. So, a note that appears in your calendar without prior approval might do more harm than good.
Meetings Wrap Up
Your paper calendar is a visual and constant reminder of your work schedule. By using this alternative-to-digital tool that works to help you optimize your time and boost your productivity skills. Many know them from their households. However, in the era when you have many options but aren’t sure which one suits best your demands, you can turn to paper for reliability.
You can see printable calendars as accessible and easy-to-use tools instead of alternatives to digital options. Feel free to also consider advantages such as data security and versatility. To make the most of your calendar, it’s time to find a visible and reachable place for your scheduling tool. Keep a pen at hand and discover its advantages!
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