You have a long to-do list. What are the best calendar apps for managing it?

Rather than use outside apps, I utilize the new task capability in my Outlook calendar along with time blocking in my own daily calendar. It keeps me organized and focused on tasks.

Google Calendar and Outlook can cover most needs for managing a long to-do list. If you have a long to-do list, prioritize important tasks that add value. Avoid procrastinating on low priority busywork.

Google Calendar stands out for me as a highly effective tool for synchronising and allocating task information. I've used this platform with my hybrid and remote teams to allocate time for daily tasks. Implementing a structured approach, I use shared calendars for each team, ensuring clarity regarding individual responsibilities. Through colour-coded calendar entries, team members know their respective tasks and timelines. Furthermore, each entry includes a link back to our project management platform Monday.com, creating easy access to the original task details.

I feel more than the app it is the mindset to pick one thing at a time without getting overwhelmed makes the difference, However few things one can do are : - Estimating time required to finish the work and blocking time on calendar for the same as it helps in keeping the focus - Alternatively picking things what you enjoy doing with something you don't - Depriortising or delegating what is not urgent and not important

For this I use Ticktick. It's a to-do list app, but also much more. It has its own calendar that you can drag and drop your tasks on, and sync this with Google calendar of course. It also had Eisenhower Matrix that helps you prioritize your tasks according to their importance and urgency. It has its own pomodoro timer that you use for each task. I've been using it for over 2 years and I will never stop, at least if there's no better alternative.

I love using Outlook and Microsoft To Do. I also use a color coding system and calendar appointments with reminders. At the beginning of the week I like to look at the week ahead and the end of each day make updates to what wasn’t finished.

I love Google workspaces for this reason because you can use colors & icons to label your calendar and you can search by them, as well. 🦩

One of the important personalization factors has more to do with your physical and mental states than it does with calendar applications. Try to have dedicated days to the activities you plan on accomplishing that you feel fit on that day. Mondays for this project, Tuesdays for these meetings and further on.

I began using Microsoft To-Do several years ago - it’s simplicity and ability to sync with outlook make it an easy tool to begin using. Since I use the timeboxing method, I usually dedicate several boxes for minor tasks that I address en masse, and larger boxes that are for respective larger tasks. I truly believe the simpler the better in these situations - the more complexity you add the greater your chances of procrastination.

Color-coding tasks and appointments can be a valuable way to see what your days and weeks look like at a glance. For example, you can designate a specific color for in-person events and appointments, and another color for virtual ones. You'll be able to easily identify when you need to be somewhere, either in-person or online. You can also designate specific colors for work tasks, personal tasks/activities, volunteer work, etc. Color coding can help delineate tasks, and provide a quick assessment of how you're spending your time.

One of outlooks most basic features is one of its most useful; focus time. Something as simple as having Microsoft automatically populate your calendar with green time blocks can really help ensure you give yourself time to focus on larger tasks, uninterrupted. Removing the need to schedule it yourself is a massive help (albeit, not always in line with your ideal schedule).

Reclaim.ai is a fantastic tool for Google Calendar users. Not only will it integrate with popular task management and project management tools. But it can automatically add your tasks to your calendar (time-blocking) based on priority.

I use Google Calendar and Time Blocking. I mark “Task Blocks” on my calendar - which are 2 our slots that will be dedicated to one kind of work. I have 4 task blocks for my work and 2 for personal stuff on weekdays and 4 task blocks for my personal stuff (and my side hustle) on weekends. I then assign similar tasks for each task block - For eg. my early morning personal task block is reserved for my morning routine - and includes Meditation, Exercise, Journaling and Reading whereas the one in the evening has Studying (upskilling, Managerial tasks for my side hustle and engaging with social media. This way of working has made me much more productive. I do not take up anything that I cannot t find a task block for.

Workflow automation is different from artificial intelligence (AI) and machine learning (ML). Try to see which approach is needed where as AI and ML might help accomplish tedious tasks when needed.

Microsoft teams Workflows Planner helps alot to automate the process and saves a lot of time and effort. Here we can assign a task with deadline and monitor the progress too.

Keep an eye on activities that you either pushed further or pulled closer and the reasoning to why you did so and cross-reference that with what you feel about the activity in general. This can help you to better understand your stand point on said activities.

Regardless of whether your app generates reports, etc., it's important to track and analyze as you go. At the end of the day and/or week, look back over your calendar. Did you complete all of the tasks you'd scheduled? If not, make sure they go back on your to-do list, or recalendar them for the next week. You can also analyze you calendar to assess if you spent your time the way you intended. Did you schedule to work on a home improvement project, but watched a movie instead? Noticing what you scheduled vs. what you actually did can provide valuable insights into your motivation, focus, and priorities.

Listen, we all love the promise a shiny new app brings but let's be real - it doesn't matter what its capabilities are if WE aren't using it. Ultimately, it boils down to time management, organization, understanding your work styles, and when you're most productive. 1. Ensure you've got a clear understanding of what needs to be done and when (I love dump-lists for this). 2. Create time blocks in your calendar. 3. Schedule those tasks within those time blocks (*I like to color code these so I can see where I'm spending most of my time) 4. Get to work ;) 5. Analyze your progress. Did you complete everything you scheduled? If not, why? Look for patterns in these instances to address them moving forward. 6. Repeat or adjust as needed!

Notion is a great tool to utilize to track and analyze if you have a lot on your to-do list and want to measure success, KPIs, time management. Feels really good to check the boxes as you accomplish something and the ability to see what you've accomplished over time on there.

It’s valuable experience to add analyse performance in order to track improvements in efficiency and have various representations of data in order for it to be digestible for different members of your team.

No matter what calendar app you use (I use Google Calendar and Notion), you should be color coding your events and tasks. Doing so will show you how your time is being spent. I call this the Calendar Curation System: GREEN: Personal items RED: Tasks/Items I don't enjoy but need to get done BLUE: Meetings YELLOW: Needle movers Run this system and evaluate 2 weeks prior and 2 weeks in advance. If you have more blue and red, time to make some changes. If you have more green and yellow, you're on the right track.

How well are you sticking to your calendar? Seriously, take a moment to think about it. One good way to start is by checking how much of the time you've set aside actually gets used for what you planned. I've definitely found myself going off track more than a few times, getting caught up in things that weren't even on my radar. It's all about being honest with ourselves and keeping our eyes on the prize when it comes to improving our time management skills day by day. And you know what? That kind of honesty and focus isn't something you'll find in any app or browser extension. It's all about that inner game.

At the end of the day, the system, calendar, to-do list, etc. are about 20% of successful time management. The other 80% is mindset management. If you're struggling with overwhelm, procrastination, lack of motivation, distractions, self-doubt, indecision, etc., those are mindset issues. Identifying and addressing the mindset factors that are impacting your time management and productivity will have a significant impact on your ability to get things done.

In today's fast-paced world, a calendar app's ability to learn and adapt to your needs is paramount. Beyond just scheduling, imagine a calendar that offers personalized feedback, insightful tips, and tailored suggestions to optimize your time management skills. By learning from your usage patterns, such an app can help you steer clear of common pitfalls like procrastination, distractions, and overcommitment. Moreover, it could inspire you with novel ways to utilize its features, fostering creativity, motivation, and a sense of fulfillment in managing your daily tasks. Calendar apps like TimeTree, Moleskine Timepage, and TimeTune are leading the way in offering these innovative "learn and improve" features.

O GitMind é excelente para organizar tarefas complexas e acompanhar o progresso. O Todoist e o Microsoft To Do são ótimos para funções simples e úteis. O Wunderlist é ideal para compartilhar tarefas em grupo. O Any.do é útil para lembretes recorrentes. O Google Tasks é bom para gerenciar listas de afazeres básicas. O TickTick oferece lembretes e alertas inteligentes. Todos esses aplicativos permitem que você aprenda e melhore suas tarefas de maneira eficiente.

There are times you will just run out of time to accomplish everything. Set aside time to do the important stuff before the smaller stuff takes over your day. Establish a protocol for how interruptions to your time are managed. Don't let your calendar manage your attention - allow it to empower you to focus on what really matters!

You should stop dealing with tasks that you can hire a cheap virtual assistant to do for you. Spend your time on things that no one else can do, and that will increase your revenue or performance, so that you can justify paying for a good virtual assistant. I have tried many things, and this is what works best for me.

In my opinion, the best app is your brain. Whether it's storing information in a calendar or in your mind, having an active brain and the ability to tackle tasks with a calm mindset makes everything possible, easy to track, and ensures timely completion.

Being neurospicy🌶️, I have a fantastic method. I put the task into my physical world makes the task real(er). Whether it be a physical list or a series of post-it notes. I find that I function best when I perform tactile actions like writing down information or crossing off a list to ensure that things get done. It also caters to my otherwise dopamine-starved brain in a way that clicking a notification will never be able to. For me, an app will get lost in an ocean of notifications on a screen that's already filled with potential distractions. ✨Not everything requires an app.✨

Your calendar is the best app I help you succeed. Don’t just keep a to-do list, calendar the items. Don’t allow them to be wishes, make them appts. Decide what you are getting done each day and at what time. Then schedule them. We do what we schedule. Success is found in our daily routine and in our calendar.