The Great Debate: Paper vs. Electronic Calendars

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July 2, 2013

Many busy professionals have already made the switch to electronic calendars, but others are sticking to their tried and true paper planners. So which type does our team at Innovatively Organized think is best? You’ll have to keep reading to find out!

Advantages of Electronic Calendars:

Sync across devices: Easily access your calendar and to-do list on your computer, phone, and other electronic devices so you’ll never have to worry about forgetting it at home.
Share with others: Share your calendar with coworkers, family, and friends so it’s easier to coordinate schedules.
Set reminders: If you’re prone to forget appointments, setting reminders for an upcoming event can help you stay on track.
Our favorite electronic calendars: Google Calendar, Outlook Calendar, Toodledo App (to-do list app) or Action Method App (for managing your to-do list)

Advantages of Paper Calendars:

Good for tactile people: Some people respond better to physically turning pages in their calendar, writing reminders in a specific pen color, etc.
Writing it down: For many people, the act of physically writing something down helps them remember it better. An article by Lifehack explains the science behind this idea.
Making it your own style: You can customize your paper planner to fit your “style” whether that means color coding appointments with highlighters or using sticky notes.
Our favorite paper calendars: Circa Notebooks, Moleskine, Action Journal

What Innovatively Organized Recommends:

Ultimately, it comes down to personal preferences and individual learning styles (although, we’d love to hear your opinions in the comments at the bottom of the page). While an electronic calendar might make the most sense for someone who is constantly on-the-go, a paper calendar makes a lot of sense for people who benefit from physically touching a pen to a piece of paper. No matter which system you choose - the key is consistency.

If you do decide to make the switch (either way), remember that it will take time to build new habits. Be patient. It will get better.

Which type of calendar do you prefer? Let us know in a comment below!

Creating a Team Calendar: 3 Ways to Schedule More Efficiently

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February 6, 2013

Finding time for yourself is hard enough, but coordinating time with co-workers or your team to collaborate is a completely different beast to tackle. Sometimes if feels like the time spent coordinating a meeting takes more time than the meeting itself (talk about unproductive).

In order to stop wasting time and unnecessary emails to fit meetings into your team’s schedule, here are 3 ways to schedule more efficiently:

1. Microsoft Exchange Server

If your team is already using a Microsoft Exchange Server for email, you can share your individual calendars. With a few clicks of a button, you can see when coworkers are available, send them calendar invites and share meeting agendas. Here is a quick overview of how you can share calendars. If your team is not currently using a Microsoft Exchange Server, contact us for details about setting one up.

2. Google Calendar

More and more small businesses are using Google to collaborate with their team and Google Calendar is no exception. Instead of having to individually invite people to share your calendar, you can set up a Google Group and invite everyone at once. Here is a quick overview of how to share calendars using Google.

3. Doodle

Doodle is a simple tool to help you schedule more efficiently, especially when people outside your team are involved in a meeting. The person coordinating the meeting can input a list of potential meeting dates and times into a form on Doodle. Doodle will automatically generate a poll to send to participants. Once all participants have submitted their availability, you can determine what works best for everyone and confirm the appointment time.

How does your team or small business schedule to collaborate or meet? Do you use a shared team calendar?

Calendar Invite DO’s and DON’Ts for Outlook & Gmail

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September 26, 2012

1. Naming Calendar Events – If you are going to send a calendar invite to someone you’re meeting with, DO make sure to include both of your names in the title of the event. For instance, I have received calendar invites from people that are titled, Meeting with Elizabeth Bowman. Unfortunately, this does not tell me the name of the person I am meeting with. A more appropriate name would be Meeting with Elizabeth Bowman and John Smith.

2. Sending the Calendar Invite – There are times when you DON’T have to send a calendar invite. If you have already confirmed the details of a meeting via email, it is not appropriate to send a calendar invite three days later. The important thing to remember is to not make assumptions. As you’re scheduling with someone, don’t be afraid to say, “Can you send me the calendar invite to make sure we’re on the same page?”

3. Adding Attachments – Calendar invites can be incredibly helpful for scheduling meetings when a group of people are involved. DO create a meeting agenda prior to scheduling the meeting and attach the document to the invitation. This ensures that all attendees have access to the same information and come to the meeting prepared.What other tips to you have for creating meeting invitations? We would love to hear your comments below!

Choosing Paper in a Digital World

this entry has 0 Comments/ in General Organizing, Individual Productivity, Time Management / by Innovatively Organized

September 6, 2012

In today’s age, it seems as though everyone lives and breathes through their digital devices. Some of us check email on our mobile phones, while others take notes at meetings using tablets. At Innovatively Organized, we often highlight apps and online resources that we find to help boost productivity for busy professionals, such as our Best iPhone and iPad Apps for Time Management and Productivity checklist.   

However, there is nothing wrong with using paper to stay organized. For some, the simple act of writing a task down and physically crossing it off allows them to stay more organized. For others, it makes it easier for them to remember what they need to accomplish that day.

Regardless of whether you prefer apps or paper, the key is consistency. Try using one central tool for your calendar or to-do list. This will help you stay organized and manage your time more efficiently.

What paper planners or calendars do you use? Share with us in the comments below!