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Time Management Tricks- Using Google Calendar

Updated: Apr 6, 2022

The beginning of a new year is a perfect time to implement your goals for the next 365 days and a key component of achieving your goals is to plan your day, week and month. My secret to fitting in everything that is important and juggle working with studying is by using the different features in Google Calendar. Even if you don’t regularly use Google Calendar this post is full of tips you can implement to any calendar both paper and electronic based.


Utilise the colour function

Ideas you can use different colours for include the following, however based on your preference you can combine a few categories or add a few extra categories.

  • Work shifts: I would recommend that you keep a single colour and set it as default to make it easier to update your calendar.

  • Bookings for supervisors meeting, compulsory lectures, exams and skills sessions related to your training.

  • Appointments such as gym classes, restaurant reservations, medical appointments, accountant reviews and etc. This will indicate that it is a non-flexible appointment that you must be on time for, and helps you plan travel to and from the appointments.

  • Social events that are somewhat flexible such as a party or a festival you want to attend as well as time with friends/ family (it is very important not to forget this!).

  • Personal development and revision timetable: this is one of my favourite things to timetable into my weekly or monthly calendar as it ensures that I am accountable for my own learning. It is easy to sideline this when you are not actively studying for your exams, but regularly updating your portfolio or learning a few new topics per week can help you maintain your skills and knowledge.


Add details to events

  • If you are going to an event or exam venue for the first time it is helpful to add the address (click on add location) and any specific instructions in the (click on add description e.g. phone number of the organiser in case you get lost). It saves you time scrolling through your emails or texts when you are stressed out.

  • Add an alarm (set to a time of your choosing) to any significant events to serve as a reminder.

  • Calendars can be shared with family/ friends to let them know where you are and it can be a reminder for them not to disturb you if you have timetabled revision sessions. Please ensure that it is not shared publicly to protect your privacy!

  • An attachment can be added to the event, an example of use can be to attach the PDF of a ticket for an event that needs to be scanned at the venue.

  • For study sessions you can add people to the calendar for that particular event so it appears on everyone’s calendar at the same time and day.


Recurring events

It is easy to forget people’s birthdays or anniversaries when we are busy, Google Calendar as a function for recurring events that you can use as a reminder. I often review the upcoming events of the month and I plan out when I need to send cards/ gifts. This little trick can keep you in the good books of those who are closest to you!


Good luck!

It is also important to note that a perfectly planned calendar doesn't guarentee that you are always organised, the final ingredient is to review your calendar frequently and follow the plans that you have set out.



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