Time Management & Calendar Blocking

Ever felt overwhelmed with all of the work you have to do?

Overpromise then find yourself working all hours? We’ve all been there.

I’ve recently come to find calendar blocking as a very useful tool for me and for the business, so I wanted to share with you all as well.

First things first: Why calendar block?

For me, it helps me set up my day in a way that shows me how much I’m getting done, and shows me how much time I’m working on each project. That way, I’m able to see how many/which type of clients I have time for currently, and allows me to realize my true work load so I don’t over commit. It also allows me to take my very coveted weekends off, which is a new thing for me. I was a chronic time waster, so the more that I block my time, the less time I waste.

To Start: What do I use?

I use Google Calendar, but feel free to use whichever calendar you’d like (even paper), I’m just going to go over the instructions for Google Cal. In truth I use a paper calendar/planner as well for various things, but this is my schedule calendar.

Here is a brief photo of block demos as an example of what I currently do.

Clearly it’s not real, because it’s really vague and also if you look closely at the top it has my week in Kenya blocked.

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Color Coded

I incorporated my brand colors, of course. The teal is more of a neon style teal but the teal and yellow are my favorites.

  • Teal- Out of Office Appointments

  • Yellow- In Office time blocks: things like social media engagement, posts and marketing research

  • Pink -SBR blog or personal tasks

  • Purple-drive time between meetings, something I often did not take into account with my schedule

  • Certain clients have specific colors as well

You can choose your own colors (create your own colors) and color coordinate your entire schedule. You can also choose between reminders, tasks and schedule, and color coordinate those accordingly as well.

Sending Appointments

Another feature that I’ve found helpful as well, is sending my clients appointments to choose from. This allows them to check out their calendar and coordinate the best meeting time for us both.

It’s super easy to do (and by the way, only available on work or school accounts just in case you are trying to use your personal G-Mail account).

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My productivity has increased ten fold so I’m loving this method!

If you give it a try let me know.

Have a great, productive week!


Sarahbeth Ramsey