How to improve your planner management to be more productive and organized

Have you ever felt overwhelmed by your schedule, as if you were running but never arriving?

Do you feel like you can never get everything done?

If so, you’re not alone.

We understand how frustrating and exhausting it can be to constantly feel swamped.

Think about that time when a forgotten appointment led to unexpected chaos, or those moments when good organization allowed you to successfully navigate a busy day.

In today’s fast-paced world, knowing how to manage your time effectively is more crucial than ever. Good schedule management can be your ally to avoid forgetfulness and overlaps, prioritize your tasks, manage your time efficiently, and reduce stress.

Have you ever considered how much an optimized calendar management could transform your daily life? Imagine a life where each day is structured in a way to achieve your personal and professional goals, without the shadow of stress and rush.

In this article, we will explore together proven strategies to master your calendar and regain control of your time.

Discover how to turn your schedule from a labyrinth of stress into a clear path to success and serenity.

So, what are you waiting for?

Start improving your schedule management and redefining your relationship with time today.

1 – Choose the right tool to manage your schedule

Are you tired of missing appointments or feeling overwhelmed? If yes, it’s time to choose the right calendar management tool.

Have you ever experienced the frustration of a poorly organized calendar?

We will guide you to find the perfect tool for your needs. An adequate calendar management tool will help you be more productive, efficient, and reduce stress.

Why Choosing the Right Tool is Important?

Choosing the right calendar management tool is crucial for several reasons:

1. It helps you track your schedule, allowing you to know what you have to do and when.
2. It helps you prioritize your tasks, enabling you to focus on the most important ones.
3. It helps you stay organized, thus preventing losing sight of your obligations and feeling overwhelmed.

Examples of Negative Consequences of Not Choosing the Right Tool

To illustrate this, let’s consider real situations:

• Forgetting important appointments, leading to delays and inconveniences, potentially harming your career.
• Difficulty in prioritizing tasks, leading to a waste of time and energy, and a feeling of overwhelm.
• Increased stress, affecting your mental health and productivity.

How to Choose? Considering Your Needs and Preferences

When selecting your tool, ask yourself questions such as:

• What type of tasks do you need to manage?
• How much time does each task require?
• How much space do you need for taking notes?
• Do you need a tool that is easy to carry or to share your calendar?

What to Do if You’re Unsure Which Tool to Choose?

If you’re hesitant:

1. Make a list of your needs and preferences.
2. Test different tools, observing how they fit your needs. Don’t forget to ask for recommendations from friends or colleagues, and to read online reviews.

By wisely choosing your calendar management tool, you will never be overwhelmed again.

Explore, test, and discover how a suitable tool can revolutionize your time management and boost your productivity.

What are the Types of Tools?

There are three main types of calendar management tools: paper agendas, electronic agendas, and mobile apps.

Each type of tool has its own advantages and disadvantages, and the best choice for you depends on your lifestyle and needs.

Paper Agenda

Paper agendas are the simplest and most affordable type of calendar management tool. They are easy to use and allow you to see your schedule at a glance. They are also portable, allowing you to take them with you wherever you go.

Paper agendas are a good choice for those looking for a simple and affordable tool. They are also a good choice for those who prefer to write their notes by hand.

Advantages of Paper Agendas

• • Simple to use

• • Allow viewing of the schedule at a glance

• • Portable

Disadvantages of Paper Agendas

• • Offer fewer features than electronic agendas or mobile apps

• • Can be difficult to organize and share

Electronic Agenda

Electronic agendas offer many additional features compared to paper agendas, such as reminders, task lists, and synchronization with your online calendar.

They can also be easier to organize and share than paper agendas.

Electronic agendas are a good choice for those looking for a tool with advanced features. They are also a good choice for those who wish to be able to organize and share their calendar online.

Advantages of Electronic Agendas

• • Offer many additional features

• • Easy to organize and share

• • Can be synchronized with your online calendar

Disadvantages of Electronic Agendas

• • Can be more expensive than paper agendas

• • Not as portable as paper agendas

Mobile Apps

Mobile apps are a form of electronic agenda that allows you to check your calendar on the go. They are convenient and easy to use.

Mobile apps are a good choice for those who want to be able to check their agenda on the move. They are also suitable for those who wish to receive reminder notifications.

Advantages of Mobile Apps

• • Convenient and easy to use

• • Allow checking the agenda on the move

• • Can send reminder notifications

Disadvantages of Mobile Apps

• • Can be expensive

• • May require a subscription

How to Choose a Paper Planner?

In an increasingly digital world, the paper planner remains a preferred choice for many. It brings a personal and tangible touch to daily organization, offering a unique experience that digital options cannot always replicate.

Choosing the ideal paper planner is therefore an important decision for those who appreciate the pleasure of writing by hand and physically visualizing their plans and goals.

Here are some elements to consider when choosing a paper planner:

• • Size and Format: Paper planners are available in a variety of sizes and formats, from small pocket planners to large desk planners. Choose a size that is comfortable to use and fits your lifestyle. Opting for an adequate format can transform the organization experience into a moment of pleasure and efficiency.

• • Style: Paper planners come in a variety of styles, from simple page designs to models adorned with illustrated pages or sections for notes. Choosing a style that you like is essential, as it can not only help you stay organized, but also inspire and motivate you daily.

• • Features: Some paper planners offer additional features, such as note pages, to-do lists, or spaces for personal notes. Select features that meet your specific needs, in order to maximize your productivity and satisfaction.

• • Price: Paper planners can vary in price, from simple and economical models to luxurious handmade planners. Set a budget that reflects the importance of this tool in your daily life, without neglecting quality and comfort of use.

Discover a Selection of Three Paper Planners

2024 Daily Planner

✔ Get organized and make the most of 2024! This daily planner is designed to help you efficiently manage your time and tasks.

It’s tailored for scheduling appointments, daily activities with priorities, planning events, setting goals, and keeping up with your to-do list.

Each day of the year, from January 1 to December 31, 2024, gets a full page in this planner.

Easily schedule your school or business calendar in one convenient location.

✔ Features:

• • A complete 2024 calendar at the beginning;

• • One page for each day, from January 1 to December 31;

• • Time slots from 6 AM to 9 PM on each page;

• • Space for notes, priorities, and a to-do list on each page;

• • Ideal for year-round use;

• • Simple, minimalist matte cover;

• • Perfect size: 8.5” x 11” (22 x 28 cm);

• • Flexible premium paperback format;

• • Printed on high-quality white paper;

• • Sufficient space for all your daily activities and appointments for the entire year.

Weekly Planner 2024

✔ SET YOUR GOALS with our Weekly Planner, designed to support your journey in achieving great results through effective planning and vision. This planner is not just about organizing your days; it’s about envisioning and structuring your future.

• • Crafted to assist in setting daily, weekly, monthly, and yearly goals, this planner encourages you to reflect on your ambitions and strategize for their realization.

• • It includes space for self-care goals, a review of past achievements, and tracking of daily routines to foster positive habits.

• • Inside, you’ll find a 2024-2025 yearly calendar, monthly calendar pages, and weekly pages complemented by a lined section for notes.

✔ STAY ORGANIZED and BOOST PRODUCTIVITY: This planner is your tool for organizing daily tasks and responsibilities. It’s designed to help you schedule, track, and plan your tasks and goals.

• • Stay organized and motivated with this elegantly designed weekly planner.

• • Enhance your productivity by efficiently managing your time and focusing on your priorities.

✔ SPECIFICATIONS: The planner features 122 pages, sized 8.5 x 11 inches, offering ample space for appointments, notes, checklists, and more.

✔ CLEAN DESIGN: The layout includes to-do lists and a note section for prioritizing tasks, jotting down to-dos, setting reminders, and keeping track of significant events.

This planner is versatile and suitable for a wide range of users, including students, professionals, and anyone looking to improve their organizational skills and productivity. Its sleek design and practical layout make it an attractive and useful tool for personal planning, academic scheduling, work management, and even fitness tracking. With this Weekly Planner 2024, you’re not just organizing your time; you’re taking a proactive step towards accomplishing your goals and maximizing your potential in the year ahead.

Discover a Selection of Online Electronic Calendar Services

Electronic calendars are essential tools for staying organized and productive. They offer a multitude of features, such as appointment management, task lists, note-taking, and more.

Some also provide collaboration, sharing, and synchronization functions.

Google Calendar

• • Free version:
    • • Calendar creation
    • • Calendar sharing
    • • Synchronization with other apps

• • Paid version (Google Workspace):
    • • Shared calendars creation with teams
    • • Recurring event creation
    • • Adding notes and descriptions to your events
    • • Receiving push notifications for your events
    • • Viewing participant availability

• • Price: from €6.99 per user per month

Outlook

• • Free version:
    • • Appointment creation
    • • Sending invitations
    • • Appointment tracking

• • Paid version (Microsoft 365):
    • • Shared calendars creation with teams
    • • Recurring event creation
    • • Adding notes and descriptions to your events
    • • Receiving push notifications for your events
    • • Viewing participant availability
    • • Contact management
    • • Task management
    • • Project management

• • Price: from €6.99 per user per month

Any.do

• • Free version:
    • • Task creation
    • • Organizing tasks by list
    • • Prioritizing tasks
    • • Setting reminders

• • Paid version (Any.do Premium):
    • • Calendar creation
    • • Synchronization with other apps
    • • Adding notes and descriptions to your tasks
    • • Receiving push notifications for your tasks
    • • Viewing participant availability
    • • Appointment management

• • Price: from €4.99 per user per month

Calendly

• • Free version:
    • • Calendar creation
    • • Calendar sharing
    • • Receiving push notifications for your appointments

• • Paid version (Calendly Pro):
    • • Group calendar creation
    • • Customizing the appearance of your calendars
    • • Collecting payments for your appointments

• • Price: from €8.99 per month

Doodle

• • Free version:
    • • Creation of polls to see when people are available

• • Paid version (Doodle Pro):
    • • Creation of polls with multiple questions
    • • Customizing the appearance of your polls
    • • Collecting data on surveys

• • Price: from €10.99 per month

Electronic calendars are powerful tools that can help you stay organized and productive. Choosing the best electronic calendar for you depends on your needs

and budget.

Comparison of Features of Paid Versions of Major Calendar Management Tools

Feature / Tool	Google Calendar (Google Workspace)	Outlook (Microsoft 365)	Any.do Premium	Calendly Pro	Doodle Pro
Shared calendar creation	Yes	Yes	–	Yes	–
Recurring event creation	Yes	Yes	–	–	–
Adding notes and descriptions	Yes	Yes	Yes	–	–
Push notifications	Yes	Yes	Yes	–	–
Viewing participant availability	Yes	Yes	Yes	–	–
Contact management	–	Yes	–	–	–
Task management	–	Yes	–	–	–
Project management	–	Yes	–	–	–
Customization	–	–	–	Yes	Yes
Payment collection	–	–	–	Yes	–
Price	Starting at approximately $7.47/month	Starting at approximately $7.47/month	Starting at approximately $5.34/month	Starting at approximately $9.61/month	Starting at approximately $11.74/month

(Note: The prices in USD are approximate conversions from the original € prices and might vary with exchange rates.)

Discover a Selection of Online Applications

TickTick

• • Features
    • • Support for multiple calendars: you can add multiple calendars to TickTick, such as your personal calendar, work calendar, and school calendar.
    • • Synchronization with other applications: TickTick can be synchronized with other applications, such as Google Calendar, Outlook, and iCloud Calendar.
    • • Creation of recurring events: you can create recurring events, such as weekly meetings or monthly medical appointments.
    • • Adding notes and descriptions to events: you can add notes and descriptions to events for more details.
    • • Receiving push notifications for events: you will receive push notifications to remind you of your events.
    • • Other features:
        • • Task management: TickTick offers a variety of task management features, such as creating to-do lists, setting priorities, and setting up reminders.
        • • Customization: you can customize the appearance and functionality of TickTick to your liking.

• • Price
    • • Free version: yes
    • • Paid version: TickTick Premium ($4.99/month or $39.99/year)

• • Target Audience
    • • Everyone

FocusTo-Do

• • Features
    • • Support for multiple calendars: you can add multiple calendars to FocusTo-Do, such as your personal calendar, work calendar, and school calendar.
    • • Synchronization with other applications: FocusTo-Do can be synchronized with other applications, such as Google Calendar, Outlook, and iCloud Calendar.
    • • Creation of recurring events: you can create recurring events, such as weekly meetings or monthly medical appointments.
    • • Adding notes and descriptions to events: you can add notes and descriptions to events for more details.
    • • Receiving push notifications for events: you will receive push notifications to remind you of your events.
    • • Task Management
        • • Creation of to-do lists: you can create to-do lists to organize your tasks.
        • • Setting priorities: you can set priorities for your tasks to ensure they are addressed first.
        • • Setting up reminders: you can set up reminders to remind you of your tasks.

    • • Time Tracking
        • • Tracking the time you spend on your tasks.

    • • Other features:
        • • Customization: you can customize the appearance and functionality of FocusTo-Do to your liking.

• • Price
    • • Free version: yes
    • • Paid version: FocusTo-Do Premium ($7.99/month or $69.99/year)

• • Target Audience
    • • Busy people who wish to be more productive

TimeCamp

• • Features
    • • Support for multiple calendars: you can add multiple calendars to TimeCamp, such as your personal calendar, work calendar, and school calendar.
    • • Synchronization with other applications: TimeCamp can be synchronized with other applications, such as Google Calendar, Outlook, and iCloud Calendar.
    • • Creation of recurring events: you can create recurring events, such as weekly meetings or monthly medical appointments.
    • • Adding notes and descriptions to events: you can add notes and descriptions to events for more details.
    • • Receiving push notifications for events: you will receive push notifications to remind you of your events.
    • • Task Management
        • • Creation of to-do lists: you can create to-do lists to organize your tasks.
        • • Setting priorities: you can set priorities for your tasks to ensure they are addressed first.
        • • Setting up reminders: you can set up reminders to remind you of your tasks.

    • • Time Tracking
        • • Tracking the time you spend on your tasks and events.

    • • Other features:
        • • Reports on time spent.
        • • Activity tracking

Cozi

• • Features
    • • Appointment Management
        • • Appointment scheduling
        • • Invitations and reminders
        • • Calendar sharing

    • • Household Task Management
        • • Creating to-do lists
        • • Setting priorities
        • • Setting up reminders

    • • Children’s Activity Tracking
        • • Children’s calendar
        • • Tasks and reminders for children
        • • Children’s location tracking

• • Price
    • • Free version: yes
    • • Paid version: Cozi Family Organizer ($11.99/month or $109.99/year)

• • Target Audience
    • • Families

TimeTree

• • Features
    • • Event Planning
        • • Event creation
        • • Invitations and reminders
        • • Calendar sharing

    • • Notifications
        • • Push notifications
        • • Email notifications
        • • Social media notifications

• • Price
    • • Free version: yes
    • • Paid version: TimeTree Premium ($4.99/month or $49.99/year)

• • Target Audience
    • • People who want to share their calendars with others

Fantastical

• • Features
    • • Calendar Management
        • • Support for multiple calendars
        • • Synchronization with other applications
        • • Creation of recurring events
        • • Adding notes and descriptions to events
        • • Receiving push notifications for events

    • • Customization
        • • Themes and colors
        • • Widgets
        • • Keyboard shortcuts

• • Price
    • • Free version: yes
    • • Paid version: Fantastical 3 ($39.99/year)

• • Target Audience
    • • People looking for an elegant and easy-to-use calendar application

Toggl Plan

• • Features
    • • Time Management
        • • Time tracking
        • • Reports on time spent
        • • Time budgets

    • • Task Management
        • • Creating to-do lists
        • • Setting priorities
        • • Setting up reminders

    • • Project Planning
        • • Creating projects
        • • Assigning tasks to projects
        • • Tracking project progress

• • Price
    • • Free version: yes
    • • Paid version: Toggl Plan Premium ($9.99/month or $99.99/year)

• • Target Audience
    • • People who want to improve their productivity

Sunsama

• • Features
    • • Time Management
        • • Time tracking
        • • Reports on time spent
        • • Time budgets

    • • Task Management
        • • Creating to-do lists
        • • Setting

            priorities

        • • Setting up reminders

    • • Project Planning
        • • Creating projects
        • • Assigning tasks to projects
        • • Tracking project progress

    • • Focus Management
        • • Time blocks
        • • Breaks
        • • Notifications

• • Price
    • • Free version: yes
    • • Paid version: Sunsama Pro ($11.99/month or $109.99/year)

• • Target Audience
    • • People who want to track their projects and tasks

Comparison of Prices and Features of Time Management Applications – Premium Versions

Feature / Tool	TickTick Premium	FocusTo-Do Premium	TimeCamp	Cozi Family Organizer	TimeTree Premium	Fantastical	Toggl Plan Premium	Sunsama Pro
Support for multiple calendars	Yes	Yes	Yes	–	–	Yes	–	–
Synchronization with other applications	Yes	Yes	Yes	–	–	Yes	–	–
Creation of recurring events	Yes	Yes	Yes	–	–	Yes	–	–
Adding notes and descriptions	Yes	Yes	Yes	–	–	Yes	–	–
Push notifications	Yes	Yes	Yes	–	–	Yes	–	–
Task management	Yes	Yes	Yes	–	–	–	Yes	Yes
Customization	Yes	Yes	–	–	–	Yes	–	Yes
Time tracking	–	Yes	Yes	–	–	–	Yes	Yes
Price per month	$4.99	$7.99	–	$11.99	$4.99	–	$9.99	$11.99
Price per year	$39.99	$69.99	–	$109.99	$49.99	$39.99	$99.99	$109.99

2 – Organize your diary for better time management and productivity

Did you know that a well-organized agenda can increase your productivity?

A structured agenda is crucial for effective time management. Here’s how to turn your agenda into a powerful tool for achieving your goals.

Maximize Your Productivity with These Agenda Categories

Start by classifying your events and tasks into distinct categories for a clear view of your priorities. Here are some examples of categories:

• • Work: Projects, meetings, calls…

• • Personal Life: Hobbies, family, friends, health…

• • Appointments: Medical, social…

• • Birthdays: Of important people, wedding anniversaries…

• • Personal and Professional Tasks: Household, urgent…

Colors and Symbols: The Secrets of a Visually Effective Agenda

Use colors or symbols for quick identification. Blue for work, green for personal, for example. This will make your agenda not only more organized but also more pleasant to use.

Details: The Key to Successful Organization

Don’t forget to add important details to your events and tasks. Notes on objectives, people involved, or necessary resources can make all the difference.

Advanced Tips for Optimal Organization

• • Customize your agenda: Adapt the appearance and functionality of your agenda according to your preferences.

• • Adapt the agenda to your needs: Create specific categories for urgent tasks or important events according to your lifestyle.

• • Experiment with different systems: There is no one-size-fits-all solution. Find the system that works best for you.

A Concrete Example of Agenda Organization

• • Categories: Work, personal, appointments, birthdays, urgent tasks…

• • Colors: Blue for professional, green for personal…

• • Details: Notes on objectives, participants…

Additional Tips for Effective Agenda Management

• • Manage agenda conflicts with a priority system: Use a scale of 1 to 5 to prioritize your tasks and events.

• • Track your progress: Use to-do lists or dashboards to measure advancement towards your goals.

• • Make informed decisions: Consult your agenda before accepting new commitments to avoid overworking.

• • Stay motivated: Seeing your goals written down will help you stay focused and committed.

By following these tips, you can transform your agenda into a valuable ally for your productivity and personal organization.

3 – Plan your activities in advance

Advance planning is an essential element of time management and productivity.

By taking a few minutes each day or each week to plan your schedule, you can ensure you stay on track and achieve your goals.

How does advance planning help you avoid the unexpected?

Advance planning helps you avoid the unexpected by allowing you to see what’s coming and prepare accordingly. This can help you feel more in control and less stressed.

Example: A woman has an important appointment with a client on Wednesday at 10 am. She knows she needs to prepare a presentation for this meeting. If she doesn’t plan in advance, she might end up having to prepare her presentation at the last minute, which can lead to stress and errors. On the other hand, if she plans ahead, she can allocate time to prepare for this meeting, which will allow her to be more confident and make a good impression on her client.

Advance planning helps you avoid the unexpected in three ways:

1. 1. By allowing you to see what’s coming: When you plan ahead, you get a better visibility of what’s ahead. This gives you the opportunity to prepare accordingly and avoid surprises. Concrete example: By planning your vacation in advance, you avoid last-minute high prices.

1. 1. By allowing you to prepare accordingly: Knowing what’s coming allows you to take the necessary steps to prepare. This can include researching resources or delegating tasks. Practical example: Preparing an important presentation in advance increases your confidence.

1. 1. By allowing you to deal with changes: Advance planning helps you manage the unexpected more easily. Common situation: If an unforeseen event occurs, such as illness before an important appointment, having planned time for contingencies allows you to react without panic.

By planning ahead, you gain peace of mind and efficiency. This simple habit can transform your time management and help you achieve your goals with less stress.

Action to Take

To start, set a short-term goal and create a plan to achieve it. This could be to read a book in a week or to work out three times a week. By following these steps, you will be on the right track to achieving your goals and mastering the art of planning.

Conclusion

Good agenda management is essential for being productive and reducing stress. Here are some tips to improve your agenda management:

• • Choose the right tool. There are many tools available, such as a paper planner, electronic diary, or mobile app. Choose the tool that suits you best.

• • Organize your tool. Define categories and use colors or symbols to identify your events and tasks.

• • Plan ahead. Take a few minutes each day or each week to plan your schedule.

By following these tips, you can improve your agenda management and enjoy the many benefits it offers.

If you are interested in the topic of productivity, I invite you to discover all my articles on productivity.

If you are looking for tools to improve your time management skills, I recommend you read my article on the best time management apps.

If you want to take advantage of the expertise of a time management coach, write to us now using our contact form or call us by phone or on WhatsApp at +33 6 69 46 03 79.

Are you ready to take action?

Here are the rates for our coaching packages for individual clients:

• • one month coaching package

• • 3-month coaching package

• • 6-month coaching package

• • 1-year coaching package

Read this article in other languages

Français : Comment améliorer sa gestion d’agenda pour être plus productif et organisé

Italiano: Come migliorare la gestione dell’agenda per essere più produttivi e organizzati