Get More Out of Your Calendar: Forecasting, Budgeting and Tracking Your Day

In this week’s episode, the ProductivityCast team chats about how to track and manage time in a calendar/agenda style format to be more productive. (If you’re reading this in a podcast directory/app, please visit for clickable links and the full show notes and transcript of this cast.) Enjoy! Give us feedback! And, thanks for listening! If you’d like to continue discussing Get More Out of Your Calendar from this episode, please click here to leave a comment down below (this jumps you to the bottom of the post). In this Cast | Get More Out of Your Calendar Ray Sidney-Smith Augusto Pinaud Art Gelwicks Francis Wade Show Notes | Get More Out of Your Calendar Resources we mention, including links to them, will be provided here. Please listen to the episode for context. SortdMacSparkyAcuity SchedulingCalendlyManicTimeUnscheduleIkigai Raw Text Transcript Raw, unedited and machine-produced text transcript so there may be substantial errors, but you can search for specific points in the episode to jump to, or to reference back to at a later date and time, by keywords or key phrases. The time coding is mm:ss (e.g., 0:04 starts at 4 seconds into the cast’s audio). Read More Voiceover Artist 0:00 Are you ready to manage your work and personal world better to live a fulfilling productive life, then you’ve come to the right place productivity cast, the weekly show about all things productivity. Here, your host Ray Sidney-Smith and Augusto Pinaud with Francis Wade and Art Gelwicks. Raymond Sidney-Smith 0:17 And Welcome back, everybody to productivity cast, the weekly show about all things personal productivity, I’m Ray Sidney Smith. Augusto Pinaud 0:22 I am Augusto Pinaud. Francis Wade 0:23I’m Francis Wade. Art Gelwicks 0:24 And I’m Art Gelwicks. Raymond Sidney-Smith 0:25Welcome, gentlemen, and welcome to our listeners to this episode of ProductivityCast. Today, we’re gonna be talking about getting more out of your calendar, how to track time in a calendar interface to an agenda style format, so that you can actually be more productive. And so let’s get into the topic related to utilizing your calendar for tracking it is something that is probably common to many of us, that is we are used to the calendar format, we we’ve been raised to see time in either a monthly, weekly, even a day style agenda. And so we’re very comfortable with laying things out. It is just another form of list in a, you know, in a matrix or otherwise. And so the idea of a calendar is useful to us. And I’m curious from all of you, how do you use a calendar for tracking? Let’s start off with events? Since I think it’s probably the most common style and way of or, or data that you would capture into a calendar? It’s it’s the most common form of data that you would capture into a calendar format, which is what is going to happen in the future? And so how do you how do you use a calendar in that sense, and then we can perhaps, then turn over to the task or in Francis’s terms, time demand space to think about how you would capture, forecast budget, and ultimately track the things that are happening in your productivity system. Francis Wade 1:57The way I do it, is to schedule the appointments in and then use an auto scheduler to fill in the gaps, so to speak, to put the flexible tasks in the times that I don’t already have committed. But I think what you’re alluding to is that that’s that’s the first part. And it might be even the easy part, the subsequent parts, which we all do, would do to some degree. And I think we all do mentally anyway, is we ask what whole? Well, did I build a schedule? And then how do I improve it in the future? How do I how do I do better? Scheduling in the future, because we’ve all the planning fallacy is real for all of us. We’ve all said all this to take an hour and five hours later, we’re groaning and struggling.