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Time Management Tools for Remote Work

Many people keep asking me if I have any tips on time management, so I thought it only right to put pen to page, so to speak, write this article, and share it with you all. Tip requests have ranged from the very specific, e.g., “Hey Gabi, how do I color-code my Google Calendar?” to more general inquiries on best practices while working under strict deadlines. While I can’t predict every problem that may crop up on the road to effective time management, the following is an essential toolkit that might smooth the path a bit. Enjoy and let me know if you find them to be helpful!

I. Google Calendar and How To Color Code It Well

I love Google Calendar because it helps me track my schedule on any device easily. If you’re like me and have more than a few Gmail accounts, you’ll recognize just how life-saving Google’s combined calendar display can be. It becomes virtually impossible to forget that professional event or personal task just because you forgot to switch to the relevant account. So, how should you manage your Google Calendar?

1. Make sure to color-code recurring events. For example, if you have a recurring class or meeting, add it to your Google calendar, choose a color for it, and make sure that it “repeats every week, until [end date].” Add any additional details to the event description, for example, zoom link or location, emails of people involved, and a brief description. Color-coding allows you to distinguish category, and perhaps even importance, at a glance — the drab, default blue is much less helpful for effective planning!
2. Use the same colors for tasks associated with recurring events. I take a Machine Learning class every Tuesday (I chose “Tangerine” for this recurring event). And so, in keeping with this rule, I add every assignment for this class to my calendar in “Tangerine.” This color association allows me to visually estimate when I need to start working on something “Tangerine” for “Tangerine” Tuesday.
3. Use reminders and “mark as complete.” As much as I enjoy adding “events” to my calendar, I reserve that honor for more significant time commitments. I use reminders for everything else. Reminders are a handy tool for tasks that don’t require much time to complete. For example, if I realize that I need to call my colleague to discuss a new project, I add it to Google calendar as a reminder for the day I intend to make the call. After making the call, I check the reminder off as “complete,” decluttering my calendar, and getting that sense of satisfaction that comes with progress.

II. iPhone Notes and How To Use It To Keep Track of Tasks

Whenever I have more personal tasks to complete, and there is no deadline, I use iPhone Notes. The app is simple to use and allows for creating checklists. So, if I feel the need to do more research on blockchain or I think that it would be useful for me to look into a product management course on LinkedIn Learning, I add those tasks to my Notes, check them off once I get to them, and continue on the road to productivity. You may ask me, “Gabi, why not use Google reminders instead?” My answer? Because you don’t want your calendar to get too messy. If your personal reminders are mixed with professional ones, you may lose track of your daily priorities, and your reminder lists may get too long.

III. Old-fashioned Notebook and Why Everybody Should Have One

If you’re in an online meeting and have some key points you need to touch on, jot them down as they come using an old-fashioned notebook. Intelligently writing notes down helps keep you engaged: you won’t be holding your thoughts in mind while waiting for a chance to express them; instead, you’ll be listening attentively. I buy a black hardcover classic notebook every year and use it for casual note-taking. Though low-tech, it’s by far the best tool I have during meetings: it doesn’t distract me or others.

So, What’s The Overall Strategy?

Use Google calendar for recurring tasks and professional reminders. Use Notes for your personal tasks that don’t have hard deadlines. Use a notebook to keep track of points that you need to bring up in remote meetings. While these guidelines aren’t exhaustive, they cover what I see as essential in time-management.

If you have any thoughts on time-management strategies, comment below, or message me!