Table of Contents
Intro: What is a Daily Calendar Document
Have you ever forgotten an appointment or missed an important meeting? Daily calendars help avoid these hassles by organizing your day in a logical fashion. These calendars list times during the day. You fill out these times with the activities that you must do each day. With a calendar, you can see where you need to be and what you need to do at a glance.
Tips for Writing a Daily Calendar Document
One way to make sure that your calendar is successful to plan time for commuting or walking to the appropriate meeting room. While it looks productive to fill in every time slot with a meeting or activity, it’s easy to forget that it takes time to move to a colleague’s desk or a meeting room. You can leave room for these activities by leaving 15 minutes of “blank time” between activities that require moving or write in “walking” or “commuting” for the appropriate amount of time.
Allowing time for meetings and activities to go longer than expected is also a key to daily calendar success. If your calendar is full of back-to-back meetings, it’s quite possible that you will be late to one of them. It is very common for meetings to run late or activities to take longer than expected. Therefore, be sure to add 15 to 30 minutes to each activity’s estimated time. This tactic will help keep your daily calendar on track.
The Process to Use a Daily Calendar
1. Find the right format for you
Calendars come in a variety of formats and designs. Are you someone who likes to plan down to 15 minute increments? There are calendars that list 15 minute time increments and ones that list one hour time increments. Pick the right one for your activities.
2. Brainstorm everything that you have to do that day
You can check your email for reminders of meetings and projects that you need to work on.
3. Reserve time for meals and breaks
It’s easy to fill up an entire calendar day with work. However, it’s important to remember to make time to eat lunch and take occasional breaks. These activities help you work at your best level. Pencil in time for lunch and a short walk.
4. Fill in the activities for the day
Make sure that you note both the start time and the end time for each activity. Remember that it’s a good practice add 15 to 30 minutes to the expected activity duration.
5. Keep your calendar with you
It’s easy to forget appointments when you don’t have a calendar on hand. Make sure that you keep your daily calendar somewhere easily accessible.
Examples of Daily Appointment Calendars:
One-Page Printable Daily Calendar
The most basic version of a this type of calendar is a one-page document that lists the times in the day. However, there are differences between even these simple handwritten calendars. For example, the times of the day can be written in 1 hour, 30 minute or 15 minute increments.
Here’s an example of the most common one hour increment one-page printable calendar. However is possible to find calendars that have a smaller segment of time, like 30 minutes. These will be written out as 8:00, 8:30, 9:00, 9:30 and so on.
This example shows times in 15 minute increments.
Another difference between printable one page calendars is whether they have lines or boxes for writing. The example shown above has boxes. Anything you write in the box should be completed by the end of that hour. Calendars that have lines, however, simply list the main activity for that hour. They do not imply that it takes up the whole hour. The right style for you depends on what you prefer.
Daily Block Calendar
While most daily appointment calendars have times listed to help you keep track of appointments, not every one has times listed. One type of daily calendar shows each day as an entire block. You simply fill the space with things that you need to do. This is a great way to keep you on track at a glance. However, it can be more difficult to keep track of when do each activity with this type of calendar.
Here’s an example of a daily block calendar
Note that this calendar also shows multiple days of the week, which can be helpful for some people. If your schedule is not too busy, it’s nice to plan out multiple days in advance. However, if your schedule changes rapidly, it may be a better choice to stay with a daily appointment calendar, so you only focus on one day at a time.
Week Long Calendar with Daily Appointments
One of the most common types of calendars, this type of calendar shows daily appointments with times, but also has additional columns for each day of the week. This example from earlier shows how this type of calendar can look.
What does this type of calendar look like when it’s completely filled out? Check out this example.
Items listed at the top of each day apply to the entire day. For example, “Science Project Due” applies to all of Monday Dec 12.
Meetings are scheduled in blocks, such as the 5:30 – 7:30pm Science Foundation Dinner.
Different colors are used to denote different types of activities. In the example, green appears to be school-related. Red is for errands and blue appears to be church-related.
In your own calendar, you can use as many colors as you want. However, it helps to define some logic for the colors, so you can group multiple activities in one color. For example, specific work projects could be different colors. All the meetings for project 1 would be blue and all the activities for project 2 would be green.
This example show some of the tactics that you can use to create a successful daily appointment calendar.