Many of us struggle to find enough time in our working day and likely have calendars that look like a game of Tetris – particularly if colour coding is used to differentiate appointments. Between client meetings, team catch-ups, personal activities and maybe even family events, it’s no surprise. Then add in the unplanned meetings – those “quick chats” that turn into hour-long strategy sessions that are likely to not be on the calendar anyway. It’s no wonder so many of us feel like we’re constantly playing catch-up.

But here’s the thing: your calendar isn’t just a scheduling tool – it’s a secret weapon for business success. When you master the art of strategic planning, and use your calendar as part of this, you’ll transform from a reactive firefighter into a proactive leader who gets things done. This is what you need to do.

Let’s start with the big picture

Before diving into the nitty-gritty, take a step back and identify your core business priorities. What are the three most important outcomes you need this week? Whether it’s closing that crucial deal, finalising your new product launch, or having those overdue performance conversations with your team, these priorities should anchor your entire schedule.

Once you’ve nailed down your big three, everything else becomes a question of whether an activity supports your priorities, or is it just noise?

Always use time-blocking

Forget the old-school approach of cramming meetings into every available slot. Instead, embrace time-blocking. This is the practice of dedicating specific chunks of time to particular types of work. For example, you could block out two hours for strategic thinking, ninety minutes for client calls, and thirty minutes for checking emails each day.

The magic happens when you protect these blocks as fiercely as you would a client meeting. Your creative work deserves the same respect as your sales calls, and your mental health matters just as much as your bottom line.

Remember to build in a buffer

Here’s a rookie mistake that even seasoned leaders make – scheduling back-to-back meetings from 9-5 and wondering why they’re exhausted. Your brain needs time to process, transition, and occasionally just breathe.

Build 15-minute buffers between meetings. Use this time to jot down key takeaways, prepare for your next conversation, or simply grab a cup of tea. You’ll be amazed how much more present and effective you become when you’re not rushing from one commitment to the next.

The power of planning

Spend 30 minutes every Monday morning (or even Friday afternoon) reviewing the week ahead. This isn’t about micromanaging every minute, it’s a time to set intentions and spot potential conflicts before they derail your week.

During this session, ask yourself what success will look like this week? Where might things go pear-shaped? What can you delegate or postpone? This simple ritual transforms you from someone who reacts to the week into someone who shapes it.

Protect your energy as much as your time

Not all hours are created equal. For example, I find that I work best between 10-noon. If you’re a morning person, don’t waste your peak energy hours on administrative tasks. Save the brain-heavy work for when you’re firing on all cylinders, and tackle the routine stuff when your energy naturally dips.

Similarly, consider your meeting energy. Sandwich challenging conversations between lighter conversations, and avoid scheduling difficult decisions for Friday afternoons when everyone’s mentally checking out.

Learn to say no – diplomatically

Your calendar is only as good as your ability to protect it. When someone asks for “just five minutes” or suggests “a quick call to discuss opportunities,” remember that every ‘yes’ is a ‘no’ to something else.

Practice saying “I’d love to help, but I’m not available until next week. Would Tuesday work instead?”. You’re not being difficult, you’re being professional.

The Hour Hands team says: Your calendar reflects your priorities, and your priorities determine your success. When you plan your week like a pro, you’re not just managing time, you’re designing the life and business you actually want.

How can we help?

The Hour Hands team is a dab hand at managing calendars and helping leaders to be as efficient as possible. Add us to your contacts list if you need help with any aspect of your business from bookkeeping to acting as a virtual PA. Or if you need help with one off tasks such as developing a business plan, organising a team recognition event, or if you simply need a ‘helping hand’ with a task or three. 

In fact, we can handle most tasks that don’t require your personal time, giving you time to concentrate on something else that you are better skilled at doing or, to allow you time to enjoy doing something that fills you with happiness.

If you think that we can help – or if you’d like to talk about it and find out, do fill in the contact form or give us a call. We’re always on hand and happy to help!