SYS 163: Pro Tips for Calendar & Task Management to Optimize Your Productivity


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🎙 In this episode, Dr. Steve Day discusses how he creates effective time management using Google Calendar and Google Tasks. With a focus on practicality and simplicity, Steve shares personal experiences and insights on how to optimize your productivity and organization through these tools.

By emphasising the importance of structuring one's day, blocking out time for deep work, and integrating tasks seamlessly into the calendar, Steve provides a comprehensive guide to optimising time management strategies.

KEY TAKEAWAYS – Optimize Your Productivity

  • Utilize Google Calendar for effective time management and productivity.
  • Integrate Google Tasks with Google Calendar for task management and organisation.
  • Block out specific time for deep work, hobbies, family time, and admin tasks.
  • Sync Google Calendar with time tracking software to track and analyse time spent on tasks.
  • Use Google Tasks for specific task management and agenda setting, including location-specific tasks and brainstorming lists.

BEST MOMENTS – Optimize Your Productivity

02:23 – 💬 “Today, however, I live by my calendar. It is the single browser window that never closes on my computer.”

19:31 – 💬 “Scheduling time to get stuff done is super important. Those little admin tasks.”

21:16 – 💬 “I also put family time on there. When I'm picking the kids up, it goes on there. So, no one can book a meeting because I've got to go and pick up the kids.”

22:32 – 💬 “Block out an entire day, once a month, for clearing out the crap. So have a day where you tidy your office, ensure you've finished off all those invoices you've meant to do, and reply to that message you always wanted to.”

You may also like:

How To Organize Your Business (and yourself!) Using a Task Manager

Productivity Lessons: Making the Most of Limited Time Through Effective Time Management

TIMESTAMPED OVERVIEW – Optimize Your Productivity

00:00 Effective time management using Google Calendar techniques.

05:19 Shared family and business calendars for the organisation.

10:11 Automatically adding tasks and events to Google Calendar.

11:18 Syncs Google Calendar with time tracking software.

15:45 Blocking dedicated time for deep, valuable work.

19:26 Schedule tasks to clear your mind and be accountable.

21:35 Using the calendar for time management tips.

27:24 List of tasks and locations for shopping.

28:16 Using Google tasks to organise conversations and ideas.



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Steve used to be a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants.

Most business owners are overwhelmed because they don’t know how to create systems or get the right help.

Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start making more money.


Steve Day

About the Author

Since 2016, Steve has helped hundreds of business owners to systemise their businesses and outsource their work. In doing so, he has helped them regain control of their lives and create the businesses they set out to build.

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