Pairing My Tasks With My Calendar

How to Pair Your Calendar and Your Task Lists?

Calendar Data Needs – Part 5

Everyone has them whether we write them down or not and that’s tasks. We all have this list of tasks, be it written, digital, or memorized. And although we have task lists, getting all the tasks done is still a problem. Well after decades of managing tasks to time, I’ve discovered one problem that most experts and professionals haven’t accounted for and that’s how to pair tasks with the time we have. Why is it we think of our tasks separately than we do our calendars? We place our tasks on one side of the desk and our calendar sits on another side. What I’ve learned is no matter what the task, they all must have a priority in our life and a time to be completed. Let’s break these two concepts down a bit to expose the problem and provide insight into a solution for you, your life, your small business, your church, and/or your organization.

Tasks and Time
Every task no matter how big or how small requires time. And if you don’t make time for it, it doesn’t get done and the even more frustrating problem is when it remains on your task list. Remember what gets scheduled gets accomplished. If you have a task management system/todo app, then you need to integrate these tasks into your calendar. You may want to set aside time for reviewing your tasks and times to tackle your task list or you might use a task list app that has a calendar integration platform that works with your calendar. This can be very beneficial as you can see in your calendar what action items must get done on what day and what time. Regardless of whether you use an app to integrate tasks into your calendar or you review your tasks and add appointments to your calendar yourself, you must get in the habit of scheduling time to get it done. The calendar holds the key to getting more tasks completed than simply looking at all the tasks you have to complete and trying to find the time to do it. It’s hard to find time when all your time has been budgeted.

“There’s an opportune time to do things, a right time for everything on the earth:” –

Prioritizing Tasks
Let’s talk about your task management system briefly, we’ll discuss further in another section. In order to be better at managing tasks to time, you’d need to be committed to the place in which you store your tasks. In other words, if you have a process of keeping up with your tasks you need to go all in with it. Don’t have tasks scattered between places, apps, or systems, put them all in one place. Be committed to make sure this central place houses all the tasks you have. This will make it easy for you to determine what’s all pending and to set a priority for what’s to be done next or when later.

Now that you have your tasks in one place, take a look at your calendar and find all the available time slots you can use to perform the work of these tasks. You see, at the end of every month, I go into my calendar for the next month and identify all my available time slots. These time slots tell me a couple things: 1) How much time I can commit to working on my tasks and 2) when I can work on tasks.

  1. How much time I have.
    Once you set your available time slots, you then know how much time during the month you have to work with. You can’t get more time, but you can decide what gets in these slots and have intentional focus. Don’t forget, we are talking about your calendar and how you budget your time for tasks (your todo items).
  2. When to work.
    I like using my calendar to govern what I do when. It keeps me on track to accomplish what must be done and takes the worries away. I rarely get caught off guard by a fire because I spend quality time making sure my task manager is updated and my calendar remains updated. You should give it a try.
    Plug in the most important and time sensitive tasks into your available time slots.
    Side note: don’t over do it and add slots you know really aren’t available. See “The Big Four When It Comes To Your Calendar.”
    These time slots represent all the time you have to do any work you plan on doing. You can’t get more time and you can’t get your time back. So you see how important it is to pair your calendar with your task management system.

We call this “task calendar integration.” No matter whether you think of it this way or not, it happens everyday, usually by force. I want you to plan for it so that you can, not only be ahead and eliminate future fires but rather, get more done and perform the right tasks.

Question: What have you found to be your biggest problem with your todo-lists?

I know this was helpful, it helped me. Thanks always for visiting

Share this with at least one of your friends and one colleague who could use a tip to become more productive.

App Information Services Defined

Why Information Needs Have Moved From Big Corporation to the Home?

App Information Services (AIS) – Part 2

Before we can offer “app information services” to others, I must first define it for you.  It’s information services for the applications (apps) we all need and currently use in some shape form or fashion today.  It’s the app information needs used on your desktop PCs, home PCs, tablets, smart phones, and other mobile devices. It’s the information we use everyday for our personal lives, homes, churches, small businesses, and even enterprises.  This content, however, doesn’t apply to enterprises or large businesses and corporations who already have many working solutions for their data needs. “App Information Services” refers to applications used for productivity, to keep your records, collect data, metrics, and support your various data needs and creation.  To help you further understand, we will define what it is not, then outline its components.

Not information systems (I.S.) or technology (I.T.)
To put it as simply as I can, “app information services” has nothing to do with I.S. which stands for information systems, the systems running on machines and it has very little to do with I.T. which stands for information technology, the machines and devices themselves.

Most people, especially individuals, small businesses, and churches have no idea what information systems and technology really is, although we hear it referenced daily.  Large businesses, enterprises, and post-secondary education have made these concepts very complicated. Trust me, I’ve worked on both sides of these areas for over two decades and sometimes I feel as if I don’t understand them.  They’ve become so vast and terminology driven that they no longer appeal or cater to the basic unit who manages data needs, people.  Yet, the fact still remains it’s all about our information needs at every level and the most basic level, the individual seated behind the devices.

A Few Examples of Your Information Needs
Now would be a great time to introduce you to a few examples of your information needs-what individuals, small businesses, and churches don’t know.  Individuals, homes, churches, small business, and non-profit organizations need:

  • Ways to manage and share their calendars easily. 
  • A place to hold their contacts.
  • Email and a place to review tasks, manage their pending tasks, and quantify their completed tasks
  • Productivity apps for creating documents, spreadsheets, and presentations
  • To know when a database is more effective than a spreadsheet.
  • Ways to store and find the files they create and anyone on their staff creates.
  • Protection from losing all their hard work when their computers (I.T.) inevitably crashes.
  • A way to track their business data and transactions.

These needs are no longer isolated to big companies or big business.  Do any of these sound like something you could use? Is it something that you see a need to do better in your life, home, organization, small business, or church?  These needs due to the growth in and rise of technology have brought these “app information services” needs down to the lowest levels, that would be you. Where in years past, you’d only find the need for these type of information services in a desk-job, now these needs are in the home and even elementary grade-schools.  This content will address those needs and much, much, more.

“App Information Services” (AIS) has many of the answers, solutions, and ideas for handling the majority of your most pressing data needs.