Time-consuming Calendar Event in Outlook

[Borisoff]

How do you prefer to deal with time consuming calendar event (for example a report you need to complete by Friday that would take you 1 hour to finish): would you prefer to put it as a Whole Day Event or Time Specific Event and then move it across the day depending on what other priorities you have?

 

[apinaud]

In general that it is an All Day Event unless I need special conditions, for example silence and energy, in witch case I schedule, close the door and kill the project.

best,

 

[Borisoff]

... and if you suddenly find out there's no time left for time consuming All-Day Events becase you scheduled too many back to back meetings (happens to me quite often)?

 

[Rolf F. Katzenberger]

Time Specific Event

How do you prefer to deal with time consuming calendar event (for example a report you need to complete by Friday that would take you 1 hour to finish): would you prefer to put it as a Whole Day Event or Time Specific Event and then move it across the day depending on what other priorities you have?

I'm used to figuring out the earliest time of day when I could possibly complete that task. Then, I set a 1-hour event in my PDA (I don't use Outlook for that anymore) and when the alarm goes off, I decide whether I can do it right now or whether to shift it back, to the next earliest time slot. Or whether to cancel it altogether.

In general, I find that my first guess is almost always ok.

Rolf

 

[apinaud]

... and if you suddenly find out there's no time left for time consuming All-Day Events becase you scheduled too many back to back meetings (happens to me quite often)?

It is a matter of Priorities, if I find that I am meeting to meeting and I need to do something that will die, I need to decided what it is the most important thing.

I have learn that no one will protect or consider yourtime important if you do not do it first, so you need to learn to say no.

I have learn that for me it is 50%, when my calendar start getting 50% of the time on a any given day, I start creating what I call BLOCK TIMES, that it is space to think and work as busy in my calendar, that way I can actually accomplish things before the end it is over.

Again, has happened and will happen again, but I have reduce those to the max, it is like lunch. I do not jump lunch nor my Gym time, in a regular way, those slots are sacred territory for me, and people has learn to respect them.

Best,

 

[cornell]

How do you prefer to deal with time consuming calendar event (for example a report you need to complete by Friday that would take you 1 hour to finish): would you prefer to put it as a Whole Day Event or Time Specific Event and then move it across the day depending on what other priorities you have?

I think that needing to move things around is a red flag - it either has to be done on that day, or not. If the former, then make it an all day event. You'll have to train yourself to prioritize it, of course. If it's the latter, then it goes on your actions. Often there's a DUE BY date associated with actions (e.g., do the taxes by April 15th in the US), so I suggest putting a "safety net" reminder in your calender (e.g., on April 15th: "taxes due"). This will heat up any actions coming up when you review your calendar.

 

[darlakbrown]

I think that needing to move things around is a red flag - it either has to be done on that day, or not. If the former, then make it an all day event. You'll have to train yourself to prioritize it, of course. If it's the latter, then it goes on your actions. Often there's a DUE BY date associated with actions (e.g., do the taxes by April 15th in the US), so I suggest putting a "safety net" reminder in your calender (e.g., on April 15th: "taxes due"). This will heat up any actions coming up when you review your calendar.

moving things around doesn't work for me. I have to keep the appt and get it done. Otherwise others will fill up my sched w meetings and calls.

 

[TesTeq]

Early reminder.

Often there's a DUE BY date associated with actions (e.g., do the taxes by April 15th in the US), so I suggest putting a "safety net" reminder in your calender (e.g., on April 15th: "taxes due").

I would suggest to put the reminder on April 8th "One week to taxes due".

 

[Borisoff]

I'm with Darla. All Day Event doesn't work for me if it takes more then 30 minutes to do because I just can't see it when scheduling other Time Specific Meetings and I can end up with the whole day full of appointments with no discreationary time for All Day Events...