Now that you have your “ideal schedule” identified (click here for previous post), you can use it to help manage your time. Your ideal schedule is your vision of what will work well for you.  As with any vision, use it to determine your next steps by moving toward the vision.  And in the case of your calendar, as you fill up your “real” calendar with your appointments and specific plans, schedule things in a way that gets you as close as possible to your ideal schedule.

For example, as a new coach I remember being so thrilled to have a new client that I was willing to offer any scheduled time that would work for my new client – never mind if it would work for me.  I have seen the same thing happen to other new coaches.  However, if you have an ideal schedule, you can offer a new client a couple of appointment times that will work well for you rather than randomly scheduling appointments based on what is good for each of your clients.  You may have to be flexible, based on the availability of your clients, but as you make your adjustments you can do so intentionally, being mindful of your ideal schedule.

I use Google calendar as my scheduling tool.  Within Google calendar I can create and use several calendars, and I can select which one or which combination of calendars I want to view.  I have created one I call “Ideal” and when I’m scheduling a meeting or planning my day/week/month I use it as a guideline for how to map out my “Real” calendar.  Google calendar allows me to see both the “Ideal” and the “Real” side-by-side which is helpful.  Of course other electronic calendars have the same function (check yours to determine the possibilites), and similar calendar views can certainly be done on paper as well (my previous method ).

It is not important for me to strictly implement my ideal schedule – that would feel very constricting for me.  Instead I view it as a tool that helps me make intentional choices about how I spend my time – and that actually feels very freeing.

The basics.  Even the best of coaches can loose track of the basics. Like time management.  Time management is pretty key to balance.  And we all want balance, right?  We want our coaching clients to have life balance too, right?  And yet life happens, our own balance is rocked and sometimes we need to get back to the basics.  Like time management.

I’m surprised at how many coaches come out of training without a plan for effective time management. Put simply, I’m surprised at how many don’t really keep much of a calendar.  Ouch.

Two initial steps to get you started:

1.  Don’t be without a scheduling tool for 2012.  If the way you did your calendar for 2011 worked well for you, then you probably know what system you’ll be using for 2012.  But if it wasn’t working, find a system that will best meet your needs.  I’ve decided I’m making a transition to Google calendar.  That seems efficient for me because I will have easy access on my phone.  Also, because I can create and share family calendars in Google calendars, I will be much more efficiently organized overall.  You may use a paper and pencil day planner and if that works for you, great!  Just don’t be without a calendar for 2012.  I challenge you to identify your scheduling tool now if you haven’t already.  Don’t wait until January.

2.  Once you have identified your calendar system for 2012, schedule time to sit down with it and get it organized with all the important dates and information you will need starting January 1.  Yes, I’m saying schedule a time – before January 1.  If you’re continuing with a system that has worked for you in 2011, you probably won’t need a lot of time for this.  But if you’re starting with a new system, you many need a couple of hours or so for this – and maybe more time if, in addition to scheduling, you’re learning a new computer interface or how to synch with your phone, for example.

If you are a naturally organized and efficient with your calendar, you probably stopped reading by now.  Congratulations to those who find this easy and natural!  As I mentioned, I have over the years had mentor coaching clients who start out as coaches with essentially no time management tools.  For me (and I have observed this with my colleagues – experienced coaches – as well), I will fully admit to times where my balance is rocked and I need to get back to basics.

In an upcoming post, I will be talking about actual “time management” and how that is different from scheduling a calendar.  However, now I am off to work on my 2012 Google calendar…

And by the way – if you absolutely love your calendar system, please share in comments!  I’d love to hear what is working for you.