Trust is a Must How your calendar can be your path to peace and presence

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English subtitle

Hey everybody, hope you're doing well.
Just settling in for a
little live time with you
to talk about a calendar
that you can trust.
My name is Elise Enriquez,
I am a purpose and productivity coach
and it is my job to help
you align your day-to-day
ground level actions with
your higher level purpose.
One of the ways to do that,
and one of the most important
ways you can do that,
is to have a calendar that
you can actually trust.
Really, what a calendar is intended to be
and what it can be when
it's trustful and useful,
is it's intended to really show
the hard landscape of your day.
The stops and starts to your day.
The hard edges of your day.
The things that really
actually have to get done.
Because of this, it really
should be the first place
that you go to see what is
happening in your day, right?
Because it tells you how much time
you actually have to do anything else.
When your calendar is trustworthy,
you can look at it and know
when you're going to be occupied,
what actually needs to get done that day,
and then any open space,
is time where you can get
anything else done, right?
Let me give you a quick example.
Yesterday I was leading
a half day workshop,
and I had another coaching
client in the morning,
and this half day workshop
was an off-site somewhere
that I was driving to.
Basically, got in for my day
with maybe a half hour of
prep time before my client,
but looking at my calender, I could see
I had that little half hour of prep time,
or no, I had an hour of prep time,
and then, I had my client,
and then I had an hour
before I was going to be
showing up for the workshop.
But really, I had about 15 minutes
when you factored in travel time,
to wrap up my client
session, heat something up,
hop in the car, and drive
to this workshop that I was leading.
That meant I had an hour before,
at the beginning of my day,
and then 15 minutes between
my client and the workshop,
and then, that was it
for my whole working day.
The rest of my day was going to
be consumed by that workshop.
That really helped me focus my time.
There was nothing else on my calendar
except for a client appointment,
drive time, and the workshop.
Being able to look at that,
I knew exactly how much time
I had to do anything else,
which then would allow me
to go to my to-do list,
so I make an action list to see,
what can I get done in this
hour before my first client,
and then these 15 minutes
between my first client
and having to leave the
office to go to that workshop?
Realistically, what
happened in those 15 minutes
was I went to the bathroom,
I heated up a burrito for the road,
I packed everything up
and got out of Dodge
and headed to my client session.
But, I could only do
that because my calendar
is one that I trust.
It is one where only what actually
has to be done that day is on there.
Let's talk about how you can have
a calendar that you can trust.
It's taken me a while to figure out
how to do this, which seems
like maybe it shouldn't.
Maybe you feel that way,
it shouldn't be hard
to have a calendar that you trust.
But, let me just give you my tips
and see how that helps you.
The first thing that you have to do,
is get everything on to one calendar.
What I mean by everything is,
a lot of us have separate calendars.
The calendar can be your Outlook Calendar
or if you like Google, you
might have a Google Calendar,
or the calendar on your
iPhone, or your iPad,
or on your Surface, whatever it might be.
But, whatever the calendar
app is that you use,
it's getting all of the
calendars in one place.
For example, some of you who have kids,
your schools have a calendar
that they can publish
that you can add to your own calendar.
You might have a home
calendar and a work calendar,
but sometimes home stuff
happens during work hours,
and work stuff might have
to happen during home time.
Getting everything into one place
where you can see it all in
one view, is really important.
That can be overwhelming, and so what I do
to keep it from being overwhelming
is I use a lot of color coding.
I have anything that is
a client session for me,
a coaching client session
for me, is in green, right?
Anything that's personal is in yellow.
Anything that's travel time is in red.
Let me tell you that red one,
having it in red is really helpful
because it helps me see
how much driving I'm doing
and helps me think about whether or not
I really want to be
doing that much driving,
whether I really want to
be spending that much time
on the road and not in my business.
That's been a good one
for me to have on there.
But then, for anything that's not mine,
but I need to know about, is in gray.
That way it's there and
it's for my awareness
but then I just change the color to gray,
so I don't have to worry
about me having to do that,
it's just an FYI, it's just a heads up.
That's a way for you to have
everything on one calendar
without being overwhelmed.
Getting everything to one calendar
is gonna be really important,
because otherwise you
can't look at your calendar
and trust that you know what
your day actually looks like.
That's the first thing
that needs to happen,
and there's really only one
more thing that needs to happen,
but this thing is a little
bit bigger, little bit harder,
that other thing that needs to happen
is you can't keep your
to-do list on your calendar.
I might need to rephrase that
and you shouldn't be keeping
your I'd like to do
list, on your calendar,
because lord knows that's what happens.
I'd like to get this done on Monday,
and you add a bunch of things
to your calendar on Monday.
Realistically, you don't know
what Monday's gonna look like,
lots of things could happen which means
you're just shuffling things
from one day to the next
and that's not helpful.
Hey Marcelle, I love this topic
too, in case you can't tell.
It's a matter of getting your to-do list
off your calendar and really
treating your calendar,
as sacred territory.
As I said earlier, the
hard landscape of your day.
What I mean by that, when
you think about landscaping,
the hard landscape of your backyard
are sidewalks, decks, retaining walls,
and then you fill in the rest of it
with whatever you want,
whatever plantings you want.
Calendars the same way,
there's the hard edges of this beginnings
and endings of appointments,
and when you need to leave
to get somewhere on time,
like the travel time.
Those are the things that have to happen,
they're non-negotiable because
they're appointments
that you committed to,
and so, those are the hard edges,
the hard landscapes of your day.
It's making sure that you can have that
on your calendar, and nothing else.
Let's dig into treating your
calendar as sacred territory
just a little bit more.
The first thing is to treat the
hour level of your calendar,
and I have a really
beautiful visual for you.
But like, this hour level down here,
treating that as sacred
territory, the only thing
that goes here is appointments.
That is only, the only
thing that goes there.
I have definitely seen on calendars
a reoccurring appointment
on Monday, Wednesday,
and Friday at 10:00 a.m.
of water the plants.
Now, if you happen to
have a super special plant
that really does require
watering at exactly 10:00 a.m.
or exactly the same
time on every other day,
then sure, that's an appointment.
But if not, then it should
not go in that hourly level.
The only thing that should
go there are commitments
you've actually made,
meetings that you have,
a doctor's appointment, drive time,
like I talked about earlier,
that's what goes there.
Then, so that's the hour level,
that's appointments only.
Then, there's the day level.
On a lot of calendars,
like on Google Calendar,
you have the hour level but things
can also be saved at the day level.
The day level is meant for things like,
action that has to happen on that day
but doesn't have to
happen at a specific time,
and reminders, that you
might wanna know about.
Action might be, you told
Mike that you would call
on Monday, and so you
didn't have a specific time
that you are calling Mike,
but you just have to call him
on Monday to follow up on something,
so that can go at the day level.
Another example might be,
that tickets are going on
sale for a show that you want
and so you wanna buy tickets that day,
but you're not having to
do it a specific time,
unless of course, they're Hamilton tickets
going on sale at 10:00 a.m.
then that's a 10:00 a.m. spot
for sure on your calendar,
but other than that,
it's a matter of having,
that day level reminder of something that,
of some action that you wanna take.
It's action that has to be taken that day,
not action you would
like to take that day.
I'll tell you where that stuff goes later.
Then, there's the things that
could also be at that day
level are day level reminders.
Those are things that
you wanna know about,
but not necessarily
action you need to take.
For example, one that's
commonly on my calendar
is "Barley and Baxie".
Barley and Baxie are my two dogs
and I don't have them all the time,
so whenever I know I'm going to have them,
I put that at the day
level of my calendar,
so I remember that they'll be with us,
so I can make sure I'm
not scheduling stuff
that's gonna take me away for the weekend,
or gonna be gone all day when
they're gonna be there, right?
It's important for me to
know that I'll have them,
so I can make plans
otherwise if I need to.
That's a day level reminder,
it's not action I need to take,
it's just something I need to know about.
Another example is, we have
a friend coming into town
in a couple weeks, and
so she's at the day level
of my calendar of being here
from this day to that day,
so I remember, okay, this
person's gonna be there,
I need to be thoughtful
about that in terms of
what I'm planning to do and making sure
I'm not gone too much so
I can hang with my friend.
That's day level stuff.
Another day level reminder
might be something like
check in on proposal,
or another one I do is,
make sure the deposit went through
that I know it's supposed
to go through in three days,
so I tossed it in a day level reminder
to just check and make sure
the deposit came through.
Again, these are only things
that have to happen or that
you want to be reminded of
on that day, nothing else.
When you do this, it allows
your calendar to again,
show you just the places where you can
actually get other work done.
Where does all that other stuff go?
Stuff that doesn't
necessarily have to happen
on a specific day or at a specific time.
That goes on to a task list.
The tool I use to manage my
projects and tasks is GQueues
I talked about that in a
video a couple of weeks ago
and I can link to that below.
That's where those kinds
of activities get captured
and those are things that
just need to happen as soon as possible.
What happens is, when
I look at my calendar,
and I see that I need to be somewhere,
but I have a one hour break between
when I need to, between now
and when I need to leave,
then I go to my task list,
to see what needs to get done that day,
my as soon as possible list,
but not necessarily the things
I have to get done that day.
Those things are on my calendar.
I use GQueues for that.
When you create a calendar you trust,
then it allows you to
become more realistic
about what you can do,
because then you're realizing
I only get, like me yesterday,
I only had 15 minutes.
I had an hour at the beginning of my day
and after that, I only had 15 minutes,
which allows me to say,
"Okay, nothing else
"is getting done to today."
That's it.
I'm gonna meet with my client.
I'm gonna have 15 minutes to transition.
I'm gonna get in the car and
maybe make a couple phone calls
but after that, I'm
gonna be with this group
for the rest of the
day leading a workshop,
and that's great, and that's fine.
That allows me to be present with them
which is really important, right?
The more you can get your calendar
and turn it into something
that you can trust,
the more that you can have some peace
about what's getting done
and what's not getting done,
and the more you can be present
with the people that you're with
and the activities that
you're actually doing.
In order to do that, you gotta
get everything in one place,
get it all on one calendar.
You gotta make sure that your to-do list
is not on there, that the only thing
you have on there, are
things that have to happen
like appointments at the hour level,
or things that have to happen that day.
When you do that, you will then
have a calendar you can trust.
Feel free to comment below
with any questions you have
and I will hop on and answer
them to the best of my ability.
Looking forward to talking
with you again next time.