We all have stuff we need to get done – school assignments, work projects, chores, errands, you name it. But sometimes it can feel overwhelming trying to keep track of everything on our plates. That’s where productivity tools like calendars and to-do lists can be total game-changers!

I don’t know about you, but I used to try to keep everything in my head. Appointments, due dates, tasks – I’d constantly be racking my brain trying to remember it all. And I’d inevitably forget something important! Now I rely on my calendar and to-do list to stay on top of things. And let me tell you, it has made my life SO much easier.

So if you’re looking to get more organized and improve your productivity, using a calendar and to-do list is a great place to start. Here’s how to make these tools work for you:

Calendar 101

A calendar is your new BFF for managing your schedule. Gone are the days of showing up late to plans or double-booking yourself because you got your dates mixed up. A calendar allows you to see everything you’ve got going on in one place.

These days most of us use digital calendars on our phones or computers. I’m a big fan of the calendar app on my iPhone – it syncs between all my devices so I can access it anywhere. Google Calendar and Outlook are other popular options.

The key is finding a calendar that’s easy for you to use consistently. You want something you can quickly check and update throughout your day. Set aside some time to get your calendar set up. Plug in any standing appointments or commitments you have – stuff like class times, work schedule, recurring practices or meetings. This will give you a good foundation to build on.

Then get in the habit of putting new events, appointments and deadlines directly into your calendar as they come up. Make this a regular part of your planning process. If a friend asks to get coffee next Thursday – open your calendar right away and schedule it in. Just got assigned a project due in two weeks? Block off some time on specific days to work on it.

Your calendar will become your trusted source of what you’ve got going on and when. Consult it often so nothing slips through the cracks. Try setting reminders for appointments too so you get a notification when something is coming up.

Staying On Task With To-Do Lists

Calendars keep you organized day-to-day and week-to-week. But sometimes you need help keeping track of specific tasks and projects. This is where a good old to-do list comes in handy!

Using a to-do list is pretty straightforward. Anytime you’ve got a task you need to complete, add it to the list. This captures it so you don’t have to try to remember it. Throughout your day or week, refer back to your list to see what needs to get done. As you complete items, check them off.

To-do lists are great for breaking big projects down into smaller action steps. Let’s say you’ve got a research paper due at the end of the month. Here’s how a to-do list can help:

• Research paper
• Choose topic
• Find 5 sources
• Make outline
• Write rough draft
• Revise and edit
• Turn in final paper

Seeing all the steps written out makes the project feel much more manageable! You can tackle it one to-do at a time.

You can use a pad of paper, a notes app on your phone, or an online to-do list tool like Trello, Wunderlist, or Todoist. Find a system that’s convenient for you to use regularly. I like having my to-do list right in my phone so I can access it easily.

Some people like to make daily to-do lists mapping out tasks for that day. Others prefer a master on-going list that they continuously add to and check off. Figure out what works best for your style.

Pro Tip: When adding to your to-do list, be as specific as possible. “Study for exam” is vague. “Read Chapter 5 and take practice quiz” gives you clear tasks to complete.

Putting It All Together

Using your calendar and to-do list together is where the real magic happens. They give you a bird’s eye view of your obligations along with the nitty gritty of what needs to get done.

Check your calendar regularly to know what’s on tap for the days and weeks ahead. This helps you plan and prioritize. Glance at your to-do list to see what tasks are on your plate for the near future and chip away at them as you’re able.

Let’s look at how this might play out with a real world example. Imagine it’s Sunday evening and you’re planning your week:

• You check your calendar and see you’ve got a full day of classes on Monday followed by work Tuesday and Wednesday.
• You also notice you have a math test on Friday that you’ll need to prepare for.
• Checking your ongoing to-do list, you make note of the different tasks you’ll want to accomplish this week- study for your math test, finish a paper that’s due Thursday, do the laundry, go grocery shopping, etc.

Now you’ve got a game plan for the week! On Monday after class, you decide to spend an hour studying for Friday’s test. Tuesday night you knock out your paper after work. Wednesday you hit the store to restock your fridge. Thursday you review your math notes one last time before the test.

See how your calendar and to-do list worked together to help you map out and tackle everything on your plate? Being intentional with your time and tasks will make you feel so much more in control.

What If I Fail? Reset and Refocus

Transitioning to using productivity tools consistently doesn’t always go smoothly. It’s really easy to fall off track, miss adding something important to your calendar, or let tasks pile up on your to-do list unchecked. If this happens, don’t panic or give up!

Simply take a deep breath, and commit to resetting and refocusing. Set aside some time to regroup. Sit down with your calendar and to-do list. Put in any new appointments or commitments. Review what’s on your schedule for the upcoming week. Make a new prioritized to-do list of what you need to accomplish in the next few days.

It’s not the end of the world or a sign these tools don’t work if you go through a disorganized period. The key is bouncing back quickly. Use it as a learning experience – when you got off track, how can you correct your system or habits to prevent that going forward?

Getting and staying organized takes practice. Be patient with yourself as you work these tools into your routine. The payoff in reduced stress and increased productivity will be so worth it!

Real Talk: How To Actually Stick With It

Okay, so you’re on board with using a calendar and to-do list. But how do you make sure you actually follow through? Here are my best tips:

• Make it a habit – Build checking your calendar and to-do list into your daily routine, just like brushing your teeth or checking your phone. It will become second nature.
• Keep it visible – Have your calendar and to-do list somewhere you’ll see them often, like your home office or by your bed. Visual reminders help motivate you.
• Schedule reminders – Use alarm reminders for appointments and task due dates. Don’t rely just on your memory.
• Reward yourself – Celebrate keeping up with your organizational tools. Fun rewards keep you incentivized.
• Review regularly – Take time each week to look at the upcoming week on your calendar and get your to-do list in order.
• Adjust as needed – If parts of the system aren’t working for you, try something new until you find your groove.
• Ask for help – If you’re struggling, tell a friend or family member and have them check in on your progress.

Don’t be intimidated thinking you need some super complex system. Start simple with just a calendar and to-do list. Build from there if you want to expand. The most important thing is finding tools and methods that you personally will use consistently.

The Bottom Line

Feeling overwhelmed and disorganized sucks. But implementing some basic productivity tools can help you take control of your schedule, tasks and sanity! Make the commitment to start using a calendar and to-do list. Incorporate them into your routine. It may feel weird at first, but before long you’ll wonder how you ever managed without them.

When you’ve got your schedule and to-do’s mapped out clearly in front of you, you’ll feel much more confident and on top of things. Who doesn’t want less stress and more order in their life? Embrace calendaring and list making – your future organized self will thank you!