How I Use My Calendar Efficiently – College Info Geek
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How I Use My Calendar Efficiently – College Info Geek


Today we are talking
about Google Calendar because I’ve been getting
a lot of questions about how I use my
calendar personally and Google calendar has
been my weapon-of-choice for the past five, six, seven
years almost to this point. So, today in this video,
we’re gonna go through how I use Google Calendar, some
of the tips and tricks I use both on desktop and mobile,
how I used it as a student versus now as an incredibly
professional businessman, and hey, if you guys use
a different calendar, most of the stuff is going
to apply, not all of it, but for the vast majority
of it, it’s gonna apply to any calendar you use, so
iCal, Outlook Calendar, I don’t know, like a stone
tablet on the ground, that one’s gonna be a bit of
a stretch, but this will apply to almost any system
for the most part. The first thing I need
to stress here is that Google Calendar is
part of what I call my quick capture system. Now, I’m gonna talk about
this concept a little bit more in a future video, but
essentially, the gist of it is that quick capture
means you want to get ideas of any kind out of your head
as immediately as possible and into a system that you
trust, one that has context, one that’s organized, and one
that will either notify you when you need to know about
it again in the future or that you trust yourself
to check regularly. So, with that being said,
we’re gonna get into how I specifically use Google
Calendar in my daily life and I need to split
this explanation in two because the way I use it
today is very different than how I used it as a student. As a student, I had my
calendar split into multiple different calendars because
the concept essentially for me was to split my life
into different components and then be able to look at
each component individually. So, I had specific calendars
for classes, for work, for on-campus events, I also
had one for other stuff, just kind of things that
didn’t fit, and I also had a professor office
hours calendar. By the way guys, if I sound
like a frog right now, it’s because I’m sick, sorry. One last thing about how I
used my calendar as a student is that at the beginning
of every semester, I would put in all the
important dates right away so like the date when I
needed to sign up for classes for the next semester, that
would go in right away, finals week would go
in there, and that way, I knew it was all set up at
the beginning of the semester. I wouldn’t have to be
worrying about when do I sign up for classes, when do I
start studying for finals, it’s all set up initially and
then I can just react to it as it comes up on a
week-to-week basis. So, that brings us to today
where I use my calendar in a very different manner and
that’s because I’m no longer a student and my time isn’t
dominated mostly by events. I’m a business owner
and most of my time is kind of free form, I can
choose to work on whatever I want to work on at any
time as long as it gets done. I would say probably about
90% of my time is like that. The other 10% is scheduled
meetings for the most part because as a podcaster, I’m
often interviewing people or I’m being on
other people’s shows. The other main use is for
travel since I’m going to schools to speak sometimes,
or I go to conferences that are in different
cities and different states, I’m often traveling
and when I travel, I create all day events in
the calendar so they’re not blocking up the hourly slots
and that way I just know oh, I’m in Denver these days, I’m
in New York City these days. The last main thing I use
my calendar for these days is for exercise because a lot
of my exercise is actually event-driven like my yoga
class is 6:30pm on Thursdays, so I gotta be there on time
and for ice skating practice, it’s only a very limited
window of time every day that I can do it, so I just
schedule it on the calendar and then because
I’m a completionist, I put my gym time
on there as well. So, with those explanations
out of the way, I’ve got a few more
things to talk about, first of which is mobile. Now, I used to use Sunrise
Calendar on my iPhone to manage Google Calendar
because it was free and it was beautiful
and at the time, the Google Calendar app
kind of stunk in my opinion. That is not the case
anymore, I think the Google Calendar app is
pretty good, however, I don’t use it because now I
use an app called Fantastical. The reasons I use Fantastical
is number one, it is the best calendar app that I have found
for use on the Apple Watch right now because it’s
the one that has glances, so I can just easily look at
the watch, swipe up and see what my next event is,
and it also has absolutely fantastic natural language
processing which means if I use voice dictation to
create an event which is a really seamless, frictionless
way to get it out of my brain and into my phone, then it
will intelligently pick out the parts of the event that need to be put in different fields. And that brings me to the last
thing we need to talk about in this video which is
scheduling stuff because email tag is the worst,
trust me, I’ve got like 50 message-long threads
from a few years ago where I’m trying to be like
yeah, I’m available this day, oh you’re not available
that day, blah, blah, blah. You can use technology to
make this much, much simpler. Now, the app that I use on
a regular basis is called Calendly and this is an
app that lets you define certain dates and times
on your weekly schedule when people can
basically pencil in their own appointments with you and
this is really, really useful for people like me who
are podcasters and have to schedule interviews a lot,
or maybe people like tutors, anyone who has to open up
big amounts of their schedule in limited windows to let
people basically pencil in their own appointments, but
I don’t think it’s super useful for students because
you guys usually have a lot of your schedule already
spoken for by classes and you’re generally just
trying to schedule things like group project work time. Now, Google Calendar has
their own find-a-time feature, but what I found is most
students don’t have their calendar game on lock,
so you’re gonna be like the only person who
has everything really
nicely scheduled and everyone is gonna be
like yeah, I don’t know what I’m doing next Tuesday. So, Doodle is what I
recommend for you guys because Doodle basically
lets you define a date range and then everyone can vote on
the times that work for them and you can easily
see the column where everyone’s available. So, that about does
it for this video. Now, if you’ve been paying
attention, you are now a scheduling ninja though, do not
put that in your Twitter bio or I will find you, and if
you guys have extra tips about how to use your calendar
that I didn’t cover here, I would love to
hear them otherwise, thank you so much for watching. If you enjoyed this video
and you found it useful, give it a like to
support this channel and if you want to get
new tips on being a more effective student every
single week, you can click that big red subscribe
button right down there. Also, I wrote a free book on
how to earn better grades, so if you want to get a copy
of that, you can click the book and I’ll send one to you. And in last week’s video, we
talked about skipping classes and whether or not it’s
worth it, so check it out if you missed it, also if you
want to get the full article for this video along with
links to all the resources we talked about, click the
orange button right there. And lastly, if you
want to connect, I’m TomFrankly on
Instagram and Twitter or you can leave a
comment down below. Thanks for watching.

About James Carlton

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99 thoughts on “How I Use My Calendar Efficiently – College Info Geek

  1. Please do not tell your audience your sick (just some criticism)
    1. I really didn't hear the difference until you said it.
    2. You shouldn't apologize for being sick.
    3. You're awesome wether your sick or not.
    Even though the comment was really short, the thought made me concentrate only on the quality of your speech for the next minute. That being said, I do have ADHD, but I don't think I'm alone in the sence of being distracted by such a comment, so overall it doesn't add something to the video I think 😉

  2. The new windows 10 has a calendar which allows you to not only use that calendar but to also bring other calendars there (like google's or iCloud's ones etc.) So I'm starting to use it! 🙂

  3. i noticed that you had events in your calendar that overlapped with others(specifically the ones with the professor stuff) how do you go on with these? do you sometimes decide on not doing the activity in blue? or do you do the green, then when the blue comes up you up switch activities?

  4. I like Frank because he speaks so fast I don't have to use the 1.25x or 1.5x speed option not to waste time

  5. I NEED a calendar that I can trust because I'm not too smart when it comes to electronics. Plus I have 8 pinched nerves in my spine. Can you help me?

  6. I'm so shit at getting it done, can you do an Updated video on how to just do your plan instead of procrastinating

  7. Hey, Thomas!

    Nice value here, thanks. I can only add that there is also a Gmail plugin called Assistant.
    www.assistant.to.

    If you haven't found out I guess it may be interesting to search for it. It is simpler than your suggestion and works only for Gmail at the moment, but sometimes simplicity is wealth.

  8. Thanks for this vid thomas! I wished I knew sooner doodle scheduling website, when I was trying to make 37 students' schedules meet for our organization's weekly meeting. But I will try it next semester. Thank you so much 😀

  9. Where was YouTube with this stuff when I graduated from High School in 2001? Oh yeah, it was just getting started.

  10. You talk about using Evernote a lot; it would be amazing to get a video like this one on how you use it. I've never managed to stick with Evernote, but I think I'm just using it inefficiently

  11. Hi Thomas Frank,
    Your information is fantastic. As a basketball coach and teacher I talk and send your URLs to my players to assist them with their school studies. Parents think your tutorials are great. Thank you so much.
    I am not sure how to save Google calendar for me. could you explain this for me being an older person.
    Thanks again. Trevor Cook.

  12. I need help. Productivity software and apps are hugely important to keep track of your calendar, agenda, and tasks. This video was a year ago. And Sunrise was bought by Microsoft who has Outlook which is terrible and they haven't done anything better with Outlook. And all other videos on YouTube suggesting calendars are old. I can't believe there aren't many more or better choices like Sunrise available for managing your activities.

  13. Congrats you're version of "an incredible professional business man" it's the vision of some tuna's in Portugal while on the typical suite of the "I'm drunk now, let's party" XD

  14. Hey, Tom Your videos are really helpful! I am looking for any app that could help me organizing to brush up. I mean some kind app that works based on a cycle of readings to make sure that i will not forget an important information for my exams. I am studying for an exam that happens only once a year, then I have to be really sure to remember every single thing. I have hear about methods based on, for example, to brush up after 24h, then 1 week, and again after a month.

    Either an app or a method , any help is very welcome.
    Congratulations for your work , it is amazing!

  15. Hey Thomas, if you want to watch some videos on youtube or whatever, do you schedule it as well ow watch it as it comes?

  16. Read your book (or one of them?) and other articles you wrote around the internet. This is the first time I watched one of your videos. I had no idea you were this cute. :kissyemoji:

  17. What settings/steps can I do to prevent accidentally sharing my Google Calendar information? I only want the information in the Calandar to be read by me. Thanks.

  18. You might want to give ToDoist a closer look now. They’ve added Google Calendar 2-way sync and their AI scheduling is working fine for me as well. Big timesaver when planning my day.

  19. have you considered posting a youtube video as far as study skills and organization tips for middle school aged kids? You're one of the few 'guys' posting on this topic and younger kids are being expected to do more executive function skills. Looking for ways to make the topic more interesting for younger students and WHY it's important.

  20. I'm in love with the practical tips you always provide! My favorite calendar is google calendar. One because it's free but because it's electronic.

  21. Please make a video on how you organise your files and folders on pc or on cloud storage… If this video is already there please send me the link… Thanks in advance….

  22. Are there more videos on quick capture system? Can you integrate your calendar and your to-do list, to see both at the same time?

  23. I don't know whether you will have time to respond to this: I am both a student and a dancer. I have had a lot of injuries and I need an app or calendar to input all of my past class schedules, dates of injuries, performances, lost opportunities and future endeavors. Then I would like to look at this for patterns and suggestions (I make myself) for what to do better next time (graphs, tables, charts), as well as costs and expenses-such as to support a request for tuition refund over these periods of time, or for specific periods of time. Most importantly, I would like to have this one place-one big calendar-that I can share and which I can add notes to for some days-for instance, from my journal (deeper descriptions). Is there a way to do this all?

  24. I have monthly Events/Reminders that are showing up as duplicates for no apparent reason. (Sometimes in duplicates of 4, 7, or any other multiple.)

    I have tried disabling various email addresses that I'm logged into and/or their miscellaneous functions (Birthdays, Reminders, Holidays, Tasks, etc). Nothing seems to work.

    I don't know how this is happening, so I don't know how to fix it. And nothing I search online seems to pull up similarly related threads.

    Any idea what the cause may be or how to address it?

  25. The "my voice is so and so , because I'm sick" excuse needs to stop! In YouTube generally. Especially when you sound fine 🤦‍♂️

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