How to Set Up Your Year Using a Calendar
As a mother of two children—one in primary school and the other in high school—and someone who runs a busy private practice, managing multiple commitments is not just a preference; it’s a necessity. Yesterday, I took time out to go all-in with colour coding my electronic diary, and the result has left me feeling like I’m firmly in the driver’s seat of life. While this approach might not resonate with everyone, I hope sharing my experience inspires and helps someone else streamline their commitments and start the year strong.
The Power of a Well-Organised Calendar
Over the years, I’ve learned that life can quickly spiral into chaos when you’re juggling family, work, and personal priorities. My approach to 2025 is built on one simple principle: "There’s no time—unless you allocate time."
Instead of relying on mental notes or last-minute planning, I’ve decided to be more intentional with how I schedule my time. This means being honest with myself about how long tasks take, building in buffer time, and creating space for the unexpected. Let’s break it down:
1. Be Real About Time Commitments
I’ve often underestimated how long things take, which leads to feeling rushed or overcommitted. For example, going to the gym isn’t just the time spent working out; it includes travel time, setting up equipment, cooling down, traveling home, and getting changed. By allocating time for the entire process, I can avoid feeling like I’m falling behind before the day has even begun.
2. Colour Coding for Clarity
My electronic diary now looks like a rainbow, and I love it! Each category of my life has its own colour:
Family commitments (like school events, extracurricular activities and school holidays) are one colour.
Client work has its own shade.
Personal time (gym, hobbies, or just breathing space) stands out.
This visual organisation means I can glance at my calendar and immediately know what my day or week looks like. It’s a small effort that makes a big difference.
3. Account for Every Commitment
From the school newsletters to extracurricular activities, I’ve added every known commitment into my calendar. This way, I won’t accidentally book client sessions when I need to be somewhere else. For example, if a school event is coming up, it’s in the calendar, ensuring I’m not caught off guard. I’ve also entered all the public holidays, student-free days, and school holidays. Being self-employed, I’ve always made the commitment to ensure I take off more than the usual 4 weeks of annual leave—part of the reason I went into business was to have more flexibility with family. To honour this, I’ve already blocked out the 6 weeks of school holidays I intend to take off in advance so I don’t fall into the trap of having leaky boundaries.
4. Create Space for Creativity and Flexibility
I’ve also intentionally carved out breathing space in my schedule. These are pockets of time where I can pause, gather my thoughts, and work creatively on my business. Instead of filling every moment with back-to-back commitments, I’ve prioritised downtime to think, reflect, and recharge—a necessity for both productivity and peace of mind.
5. Stick to the Plan, but Stay Adaptable
Life happens, and flexibility is key. While I aim to follow my calendar as closely as possible, I’m also mindful that plans may need adjusting. The goal isn’t perfection; it’s progress and intentionality.
Why This Matters
Using a calendar in this way has given me a sense of control and clarity. Instead of feeling overwhelmed by all the things I need to manage, I can see exactly what’s ahead and adjust accordingly. For me, it’s not about squeezing more into the day but making the time I have count.
Your Turn
If you’ve been feeling overwhelmed or like time is slipping through your fingers, why not try setting up your calendar with intention? Whether it’s colour coding, scheduling buffer time, or simply blocking out space for family and personal commitments, a little planning can go a long way. My challenge to you is to use this time management approach given that we are still in January, to give yourself the best opportunity to live 2025 on YOUR terms, doing the things you value and love.
Here’s to a 2025 where we feel more in control, more organised, and more present in the moments that matter most.