How to simplify your week in 5 minutes?

After reading this post, we’ll see:

• How much time & effort is wasted (by the default calendar settings).

• Why this is a big deal.

• How you can set meeting color codes (in Microsoft Outlook).

TL; DR;

Color - code your calendar. This simple change will help you focus better, be more productive & also reduce stress.

Does your calendar look like this? If so, this is a disease. You need help.

There are a ton of problems I see in this calendar & schedule.

But today, we’ll fix the visual aspect. In later editions, we’ll solve the root of this problem.

If your calendar looks similar, I bet you feel stressed & Anxious, wondering:

🤒 What's coming up
🤒 Do I have to prepare for it?
🤒 What's my role in the meeting?

You’re not alone. People are spending ~15 % to ~ 40 % of their time on mails & calendars:

It’s not a good way to work.

However, in a few steps, you can simplify your week. By color - coding your calendar. e.g.

Doesn’t it look much better? No more confusion. These are my color codes:

• Deep work slot

• Meetings I’m hosting

• Meetings I’m attending.

Now, in 1 glance I can tell what my day & week look like. And how I should prepare. e.g. before a meeting I’m hosting - do I have the relevant information readily available?

If you don’t like these colors, you can pick your own 😀 

Ok. But why should I know about this?

Color - coding has multiple benefits. It:

• Reduces cognitive load by 80%.

• Increases productivity by 25%.

• Reduces stress by 22%.

Also, 83 % of the meetings are unproductive. This we will tackle in a later edition.

How you can set meeting color codes (in Microsoft Outlook):

1. Click on the meeting.

   

2. Click on “Categorize”.

   

3. Select color of choice.

   

4. Repeat for all meetings.

5. You can also customize if you need a different color:

   

That’s it!!

I hope this concept helps you save a ton of time and headache . If you found this helpful, share with someone who will benefit.

P.S: Did you like this idea? Let me know. I personally respond to each mail.