How to plan your calendar (so you can love your life)
Every few months, you can find me in my dining room, coffee in hand, with a giant set of markers, workin’ on my calendar. And it’s not me decorating my planner school-girl style. It’s me designing my next three months so that they’re spent exactly how I want them to be.
A few years ago, it was a much different story. My calendar was full of the “normal” things: business calls, dentist appointments, my second cousin twice removed’s baby shower… AKA my set-in-stone time commitments. But here’s what wasn’t on my calendar: Family time. Personal development. Chunks of time to just sit back and RELAX.
So without my family and “me time” actually scheduled on my calendar, you can probably guess what was the first to go when something unexpected came up. (Hint: it somehow wasn’t the baby shower 🤷♀️)
After years of this, I began craving what I thought I needed most -- balance. It’s what I was seeing everywhere on social media: podcasts, mini-courses, all promising a more balanced life.
But the truth is I didn’t need balance. I needed focus. And in order to have that, I needed to learn how to PRIORITIZE.
And that’s the dream, isn’t it? Having the time to focus on what matters most.
So I started scheduling it ALL. My family time and “me time” became events on my calendar. And while it was a good idea in theory… life happened. More things needed to be added to my calendar. More sports practices, more doctor appointments, and more exciting work opportunities. So even though I was scheduling time for myself and my family, those time slots were slowly becoming smaller or even disappearing altogether.
The more I tried to find balance, the farther away it became. Because when I was trying to make a space for everything, it left almost NO time for the things that mattered the most.
I finally realized that It’s not about scheduling everything. It’s about PRIORITIZING what matters most, and making those things 100% non-negotiable on my calendar. And since I started planning my months this way, I’ve never had to worry about missing out on family time, recharge time, or the series premiere of Yellowstone (mmmm I love me some cowboys).
So let’s talk about how to make YOUR calendar prioritized with what matters most (and dig into what the heck those markers are for!).
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My Color-Coded Quarterly Planning System
A friend and mentor first introduced me to this idea. He calls it the 90 Day Wonder. I call it the Color-Coded Calendar. The core idea is that each day on your calendar gets a color, and that color represents a certain priority. Over the years, I’ve added in a few tweaks to make it my own. And let me tell you, planning my time this way has unlocked a whole new level of focus, purpose, and even relaxation that I was never able to reach when I tried to “balance” it all.
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00. Getting Started
Here’s what you’ll need to color-code your calendar:
A dry erase wall calendar. You should be able to see every month you’re planning for at the same time. (Here’s an example.)
At least 4 dry erase markers, each a different color. I use yellow, green, red, and blue, but also add in two extra colors for some additional things (more on that below).
A list of any important dates you have coming up - such as life events, product launches, travel plans, or kid schedules.
Coffee, wine, feel-good music, your favorite podcast - anything you’ll want to help you relax and have fun with your planning.
After you’ve gathered your materials, all you have to do to get started is hang up your calendar in a spot where you can see all the dates and have your markers ready to start color-coding.
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01. Mellow Yellow
The very first thing you should be scheduling before anything else at all is your downtime. I know that’s contrary to what most advice is going to be, and it almost feels unnatural to not put your work first. But think about it this way: No matter how much you love your work, at the end of the day, you’re working so hard so that you can ENJOY your life. Working so hard and not enjoying the fruits of your labor is a surefire path to burnout.
So think about how many Mellow Yellow days you’re going to want over the next quarter (or even year). Color those days in on your calendar. You don’t need to write what you’re actually doing on the day, just color it yellow so that you know that whatever it is you’re doing - it’s mellow time.
Mellow Yellow days are usually:
Vacations
Holidays
Weekends
Birthdays
Any additional days you don’t want to be working
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02. Green Machine
In order to take time off, you’re going to have to make the money to do so. So green (the color of money) is going to be second on your calendar. I like to start by taking a look at any important launches or promotions I have coming up, and marking those work days first. Then, think realistically about how many money-making days you’ll need to work in order to afford the days you aren’t.
Green Machine days are:
Launches, promotions, and the work days leading up to them
Any other day you’re keeping the gears turning and moving the needle in your business
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03. Red Tape
Not every workday is going to be bringing home the bacon. Red Tape days account for the planning and “behind the scenes” work of the Green Machine days. Color in your red days for any important trainings, mastermind calls, or days you need to spend strategizing for your next big offer.
Think of Red Tapes as the Green Machine’s sidekick. You might not be cashing in directly on your red days, but they’re just as important in the bigger picture and long term success of your business.
Examples of Red Tape days:
Business conferences
Mastermind days
Weeklong strategy sessions for your next launch
Time set aside to take an online course
Team building trainings
Personal development or coaching
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04. Blue Sky
Is it just me, or do your best business breakthroughs start surfacing when you’re away from the computer? It’s almost like giving yourself permission to NOT think about your to-do list is when your brain decides it’s time to let loose its best ideas (and how to get there).
I’ve even heard Bill Gates takes “Think Weeks” where he goes to a cabin in the woods to just sit back and contemplate new ideas and solutions. And trust me, if Bill freakin’ Gates can take a full week to unplug and think, we can add in 1-2 days each quarter to do the same for our businesses.
Blue Sky days are just that: days to unplug and get outside under the blue sky. These are days to just think about and be open to any new ideas that will come to you. Go on a hike, or even just close your eyes and imagine yourself lying outside somewhere staring at the sky. Even if you don’t come up with any life-changing ideas, I can almost guarantee you’ll go into your next red or green day feeling refreshed and ready to tackle whatever task is on your to-do list.
Blue Sky day ideas:
Hiking
Camping
Laying outside by the pool
Spending a day at the park
Going golfing
Renting a cabin in the woods, Bill Gates style
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05. Bonus Colors
Since I like to live life on the edge, I add in a few extra colors to my calendar planning. My kids’ schedules get marked on my calendar in purple, and my biggest launch days get a special mark on the calendar just so I can keep my eye on the prize.
Your bonus colors might be for:
Kid sporting events
School schedules or breaks
Important medical appointments
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When you’re happy with your wall calendar, it’s time to add it to your day-to-day planner or Google Calendar. But make sure you keep the colors. That way, those Mellow Yellow days and your biggest priorities are never rearranged or totally disappear.
Get ready to actually LOVE what’s scheduled on your calendar!
XOXO,
Jackie