How to Organize Your Calendar - The Ultimate Guide

Google Calendar, Apple Calendar, paper calendar... it's all good if you organize it well.
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[@Thomasfrank]

Hope you find this one helpful! 🦙 You can also take my productivity systems class on Skillshare for free with a 1-month trial: skl.sh/thomasfrank09211 📱 Did you know I also have a Notion tutorial channel? kzbin.info 🖊 Quote of the week: "The art of resting the mind and the power of dismissing from it all care and worry is probably one of the secrets of our great men." - Capt. J. A. Hatfield

[@henriquetguedes]

hey Thomas, where's the footage at 10:22 from?

[@sigerry5336]

Do you have tips on how to organize files? Mine kinda here-and-there inconsistent files naming and foldering on my Macbook..

[@Thomasfrank]

@@henriquetguedes not sure about the location - my editor probably got it from Getty!

[@Thomasfrank]

@@sigerry5336 yep! For computer files, check out this one: kzbin.info/www/bejne/mHzNg36Qrddggbs - and for physical files, this one: kzbin.info/www/bejne/r16vlpyYmr10pck

[@henriquetguedes]

@@Thomasfrank thanks, I'll try to figure it out there. Keep up the good content!

[@mauricioaugustin6301]

Nothing like Matts's biceps pic on a calendar to get me over confident to get all my daily tasks done

[@begimaitemiralieva8597]

"old school calendar" ;)

[@nafixer]

true😁

[@deimantelipciuk]

😂😂😂

[@RealJamieBarclay]

The biggest mistake I made whenever I was a student, was trying to solve procrastination (an emotional problem) with time management and calendars (A logical solution). This video is great, but only use it as a booster to productivity, not as a cure for procrastination.

[@dreamingrightnow1174]

Yeah, we have adderall for whatever the calendar doesn't cure.

[@eduardozanette9236]

That was the comment I was looking for

[@luciarattini1255]

This is so important and it’s just what I needed to hear. Thank you so much

[@maryanne2025]

How did you cure your procrastination

[@maryanne2025]

@@finnished thanks you so much I will check it out! 👍🏾

[@Fahodinho]

Pro tip for students: have a calendar for deadlines and put all your hw deadlines there (as an all-day event), and also have a "personal deadlines" calendar where you mark the same hw but a few days before (whenever you're free), this will be very helpful to organize when you want to do your hw so you don't end up doing them on the due day.

[@haleydavidson7693]

I think you saved my life

[@monkishferret9135]

@@haleydavidson7693 lol

[@joeykenney]

Most important takeaway: the best calendar for you is the one that best enables your success - don’t over complicate it

[@JoseCastro-zv3kp]

1:16 (1) Set up calendar that suits you 4:14 (2) Add events and relevant information 9:08 (3) Get information at the right time

[@Hristifor1]

2:03 Matt D'Avella

[@shakypirate]

@@Hristifor1 Thanks for doing God's work fam

[@yana.rya_____]

Setting up a calendar that is tailored to your needs and personality is important to ensure that you end up actually using it. Productivity shouldn't be forced.

[@DracosThorne]

That hiding/showing reference calendar actually sounds sooo useful. One of the few issues I found with calendar blocking was representing time blocks overarching specific tasks that needed to happen at specific times. Thanks!!

[@garryopimo]

This will surely help me become more productive ..thanks Thomas! Watching you here from Philippines ☺️

[@tumblingrosesstudio]

Your tip to add additional calendars for events that are optional (in your case, professor office hours- in my case, optional coworking times with certain people!) is SO USEFUL!

[@ludoviajante]

It's amazing how your videos come at the best time! Thank you. You are an inspiration to me here in Brazil.

[@danielleshiba]

A wild Thiago appears! 🐿️✨

gostei do seu canal!

[@GustavoSilva-ny8jc]

Carai, você por aqui?! Salve.

[@nicholasnasr8819]

I use a physical planner and a digital one. I use the physical one to write down my tasks, keep track of goals, etc. I use the digital one for events and setting time aside

[@justmeindi5806]

Wow I’m watching this in amazement at all the possibilities of organized calendars. I mean when one thinks of a calendar we all know what it’s for, but what we don’t know is the extent that said calendar can be used! Hearing you speak on human tendency and realizing how I’m guilty of each of those tendencies is amazing and reassuring that I’m not alone in this life organization struggle!

[@callmemagi]

I JUST finished trying to to make an organized calendar for myself! Can't wait to see what I did wrong and where I did good!!! Thank you for this~ 🌻

[@swarnajyothi6387]

Adding relevant information to the event is a game-changer! Not having to go back to emails and check for info saves me a lot of time... Thanks Thomas!!!

[@dkursada]

Using the calendar for optional events and seeing open time windows for availability is genius, I didn't think about it. That tip was enlightening, really

[@emorysmith197]

So many years later and you are still epic at helping me to stay on track in my life system for organizing and optimizing. Thank you !!!!!

[@sameer.bhardwaj7585]

I WAS THINKING ABOUT ORGANISING MY CALENDER, 2HRS AGO! INCREDIBLE ❤️

[@ricdonato4328]

Hello Student FF: Please be aware, typing in all caps indicates YELLING and SCREAMING, certainly not your intent.

[@AliSlonina]

Creating multiple calendars to separate personal, corporate, and KZbin work saved me so much time long term! I was also able to use it as a data analysis tool to show when I was productive most often, and when I needed to take breaks so I didn't burn out while working on my goals. Thanks for sharing these tips!

[@dosomething6975]

Yesterday, me in my head: "I need to start a calendar bc im scheduling too many things" KZbin: "You got it"

[@moderationjpk1]

Thanks a lot for everything that you do for us on KZbin and so on! Your contents are so delightful! Thanks a lot, Frank!

[@henriquefalleirosmareze7188]

I can't believe! This is the video I was waiting for... Thanks, Tom! 🙌🏻👏🏻

[@vonluigiespartero8117]

Why have I not heard about you sooner? I'm so glad Alpha M mentioned you in some of his videos. Your content is helping me big time, especially now that I'm just starting college.

[@topzinstitute]

It's one thing to have a calendar it's another to know how to use it. Thanks Thomas

[@thebillioniarmindset]

You do really deserve a subscribtion Just an advice, speak patiently no one is in hurry, we're here to capture (as you said) ideas and other cool stuff so the slower you speak the better we can capture! Appreciations!

[@webdivauk]

A calendar is a must for me. I have a calendar for work (MS Office), a calendar on my phone (iCAL where I also record work meetings) and I also keep a handwritten diary for personal events and information and for me and my Mother who I care for. It seems a lot but it's the best way that I found for keeping me organised. Creating coloured categories in Outlook works well so that I can track projects.

[@aliabbasikohanjani2824]

Your videos are examples of good contents. Not only they're great by them self's but the comments are informative too.

[@LenaJohnsCobain]

Great video! I also really like adding the location/address or anything I need to remember for the event in the description. So if there are documents I need to bring or work I need to prepare I can refer to the invite for a refresher!

[@abulferr]

Except for Fantastical, I already do pretty much every tip you mentioned… The new tip that I never thought of is using calendars as reference calendars, this can be used for everything, from professors office hours to TV shows… Great tip!!! 👍🏼👍🏼👍🏼

[@adelakovalikova7712]

I personally use my Apple calender (on iPad and iPhone) for adding events instantly and then I use my paper calendar (students assistant) because I like to use highlighters and be creative. :) So I combine these two and it works for me.

[@wsanders9433]

I'm a visual learner and I love all tips because I need to do set up volunteer work for myself

[@elpidaanastasiou9750]

Very helpful video.I took your class on Skillshare as well, it was really great.I hope to see more from you,you are an amazing "teacher" and do and excellent work.Thank you!Greetings from Greece!🌺

[@ethankushnirsky8322]

Absolutely sick video! Thanks for the tips Thomas, gonna be using them.

[@DemetriPanici]

*You have power over your mind - not outside events. Realize this, and you will find strength. - Marcus Aurelius*

[@GustavoSilva-ny8jc]

1:27 This effect was so cooool!!!

[@sarawilde7493]

This video is extremely helpful! Thank you so much for sharing! 🙏🏼😊

[@tylerchasebusiness1001]

Love your videos man but you talk pretty quick. Slowed it down to 75% and improved my retention a ton. I can understand you fine at 100% but realized I wasn't retaining much. I think I was spending my brain power on understanding your words versus understanding your concepts and teaching. Anyhow, great material, awesome presentation - love your stuff. Keep up the good work, bud!

[@snoopygirl7877]

I totally forgot to rethink how I use digital calendars. Thanks so much for this talk!

[@cursedtiki213]

All great tips. Pleased I'm doing almost all of these already!

[@Owyn999]

Your content keeps getting better and better each year

[@mohdymi]

Best productivity channel ever actually!

[@gardenladyjimenez1257]

Love this! You added to and reinforced things I learned the HARD way. ;-) Reminders - I set up multiple notifications, for events in the future...1 week, 2 days, 1 day, 4 hours. Often, I need to gather files or coordinate with others. Notifications reminds me to set out files and communicate with colleagues. I will watch more of your system messages!!!

[@superspideee]

this is exactly what I need right now

[@albertt755]

I found the optional calendar idea very good!

[@siddchauhan]

Dropping absolute bangers !! Just when I need it too!

[@Seiferboi]

I only leave the house for grocery shopping, so I don't need to schedule anything. With that being said, I use Scrivener to schedule my year. I created a yearly planner template for myself to use, including a calendar template within the project so I can plan out my KZbin videos, Etsy shop updates, Patreon posts, ect. I'm thinking about simplifying it all and use one monthly calendar and color code everything within the planner. Oh, and a cooking tip: if you run bacon under cold water, or place them into a bowl of cold water, they won't shrink while cooking.

[@hannahk.5500]

Coming back to this as I’m trying to get my motivation back post-pandemic (if we can call it post-…) and wow I miss when you made more non-Notion videos

[@Sara-tp6zd]

It’s like you read my mind! Thank you so much for this video

[@zeynabrahimi8605]

That was such a nice point to start productivity 😉❤️

[@AlexandruGolovatenco]

I almost spat my drink when I saw the Matt calendar

[@alexkthegreat]

I just love all these easter eggs in your videos, like this calendar. I want one! :D

[@zhekinahtarzona502]

Indeed, helpful! Informative!

[@tangerine8345]

This is awesome, thank you!😊😊 I love you videos! 💜💜 Great information presented in such an organized, concise, and clear way. I love the structure of the video and the recap at the end. One question for you: why do you prefer fantastical over todoist?

Adorable & helpful. Thank you!

[@mohamedkotb2153]

Great! I kinda needed this thank youuu

[@BrendonOtto]

Yes! Biceps by Matt should definitely do a calendar!!

[@chloesaint-pierre3962]

wow, it was a very interesting video! I will go organize my calendar right away! Thank you :)

[@vaelectrical]

Really insightful video. I really needed this. Thank you

[@antonioruiz4767]

THE ULTIMATE, I LOVE IT

[@browniesnofrownies4843]

Needed this 😊

[@u-tulking2933]

Thank you for great tips for organize calender!

[@charlesbwilliams]

I have been trying to master my calendar for years but it always falls apart when I get out of school for the summer or winter. The way I think about it can be summed with this phrase "Its easy to manage your time when you don't have much of it". If anyone has any suggestion on how to keep planning when there's not an outside force setting deadlines please let me know! p.s. this was a great video :D

[@Thomasfrank]

I remember running into this exact problem during my 3rd college summer - it was the first one where I didn't have a summer job and was just doing freelance work/blogging. And yep, it's hard to manage your time when there's tons of it! Lots of "Well, I've got all day to do that..." What worked for me was using commitment devices like Beeminder and Habitica to set my own deadlines. These tools were EXTREMELY effective in late college and during my early years as a full-time creator. I have noticed recently that they don't work as well for me anymore; what tends to work better are work relationships that include real accountability, along with working with coaches. However, I'll still recommend trying them as they served me well for many, many years!

[@charlesbwilliams]

@@Thomasfrank Thanks so much for the advice, I'll make sure to give them a try and see if they help me!

[@rahmahassaf2275]

@@charlesbwilliams how'd it go?

[@charlesbwilliams]

@@rahmahassaf2275 So far so good, its definitely help my grades already but I’m still just getting started

[@rahmahassaf2275]

@@charlesbwilliams sounds good! Thanks!

[@_s_a_]

interesting and applicable content, especially the hidden calendar (here with your professors)

[@Mamadriggs]

Reference calendars -- brilliant!

[@anhtuannguyen5791]

Nice thought Guru. Thanks for your content.

[@Kenneth-iw8jz]

Quality content as always ❣❣

[@productivepenguin2571]

the voice that my minimalistic mind wants to hear..... love

[@lifehacks4263]

Believe it or not, I wasn’t really watching and was just redirected to this channel.. but when I heard your voice, it just felt so familiar and realized it was you! Subbed,.. again! :)

[@Tanicorn]

Just wanted to add that One Calender is amazing. I would highly recommend it, it's nice and simple but still has got great features.

[@Geemeel1]

GREAT! Vid ! Very helpful, great for the 'former' generation to brush up on how effective planning is done nowadays . Thanks. Very well presented. I would like to endorse you for making these vids for years now and on a very high and professional level. Well done and respect to you @thomasfrank. 👏🏽

[@sebasjdude0]

Thank you for the video, and it was very helpful.

[@dugoatboy]

I have a mix of paper and electronic. I use Outlook tasks for to store my todo list (I like that I can import tasks as a csv file) but I plan those tasks each day with an appointment book (one that has 15 minute intervals lik 9am, 915am, etc)

[@jeffmozly3010]

thanks for the video! I looked with an amendment, but the fact that I work in leadertask, but I picked up a lot of interesting things

[@JulianKeniryGreen]

Informative and fun video related to planning and tips for calendars.

[@IbrahimaCisse33]

Thanks for sharing!

[@AbhishekKumar-sp5yz]

Just subscribed, You have amazing sense of delivery of speach 🔥

[@songlore4617]

thank you for making this video. keep it up!

[@Leggenda88]

Very Interesting! For my Apple Watch I like to use widget app Calendar Timeline to have a see of all activity I Have to do in the day.

[@aparnaachuthan7306]

So helpful ! Thank you :)

[@jesshuanforeman9561]

thank you

[@chiko-hastingsmwandila4456]

Very helpful indeed

[@mariopuebla7909]

thanks Frank... great information...

[@justadudeintheworldman.120]

I use paper calendar day to day & then use iCal when traveling or out of pocket. Check cal every morning or night before and if it’s super important while traveling or out of pocket will set a notification. Other than that no notification and it works well for me. All the apps and things are cool but they are too much for me and I agree that you say find what works for you

[@hotada.]

I just hit the like and subscribe button for this channel and I really appreciate the value that this channel and similar channels bring to the community, to the personal development journey of everyone. The truth is that I also owe KZbin for developing myself as I am today and becoming a better version every day. I am always grateful for this and I think it is my turn to contribute value to KZbin, to the community even though it is still very small. That is why I just created the first video on KZbin in my life on the topic of personal development. Hope it will also help the community. Thank you

[@fran6b]

I like the fudge ratio!

[@Electrous1115]

😂😂😂its the "catch mouse in the garage" in the fantastic folder for me... had a good outburst on that while drinking my tea

[@miajar]

good tips as always, Thomas, maybe you have some tips on how to organize files in general on the computer and in the cloud as well? I want to secure my work, fotos and videos, but am not sure how or where...

[@sacdaabdurhman]

Wow that hit me hard, got to share “A genius is the man who can do the average thing when everyone else around him is losing his mind.”

[@elpidaanastasiou9750]

Very useful video! 👍

[@Taskade]

This is the ultimate guide no questions asked ;)

[@michaelanthonygutierrez]

Thank you

[@BjornarB7]

Hi Thomas, I really enjoyed your tip regarding a separate calendar for each life bucket! But I have run into a problem which I can’t figure out. Do you know if there is any way of sharing my calendar with my wife, so that she only needs to toggle one button to see all my events? For example making a calendar which syncs all my life buckets calendars to it? Would greatly appreciate if you have any suggestions!

[@tattalabowie4559]

Excellent video

[@e2laz]

also, the superman hair curl? on point hahah

[@VoiceoverMomentum]

Very helpful.

[@mike24kb]

ARE YOU A MIND READER? I NEEDED THIS

[@little.dragon1246]

I love outlook and Notion

[@MindTechX]

THANK YOUU

[@MS-dh9gh]

This is helpful for adhd-ers too. I have to schedule my meals or I don’t eat sometimes

[@cieloalmonte2824]

very helpful