Organizing Your Electronic Calendar

Keeping appointments and deadlines in a calendar is essential. Without one (unless you have a fabulous memory) things can go bad quickly!

Unfortunately, many people still struggle with electronic calendar set up. This is how it usually happens:

  • They have a job before they start their business, and they use a calendar associated with their personal email for their personal life. That makes perfect sense.
  • They start a business and decide to keep business and personal lives separate (just like when they had a job). So, they get a new email account for work, something like account. Now there are two calendars.
  • Then (sometimes), they get a “paid domain” email account (e.g., ). Then they get a calendar with that and there are now three places to log into and three places to track.

I was one of these people until I decided it was time to consolidate everything in one place.

If there is resistance to this idea, it is usually from people who want to keep their “work life” and “personal life” separate. I understand, but, since there is only one you and only one place you can be at any one time, it makes more sense to keep everything in one place.

You can even have other people’s calendars show up (with their permission, of course). If permission is granted, a virtual assistant can toggle on and off some clients’ calendars. This can make scheduling meetings easier and reduce the possibility of confusion.

Sorting this out can take a little time, but it is worth the effort. Here’s how to start:

  1. Decide which calendar you are going to use. Open the other calendars and transfer your appointments manually or hire someone to migrate them for you. Be sure to check the year ahead so you don’t miss any recurring events like anniversaries and birthdays that might be months in the future.
  2. Make sure all calendar invitations sent and received use the email address tied to this calendar.
  3. Ask other calendar owners, like your children, significant others and select clients, to “share” their calendar with you. If you use Google calendar click here for step by step instructions, click here if you use Outlook.

When you have completed the consolidation, you will be able to access your calendar across all your devices knowing that everything you need is in one place.