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on Leading the Next Generation


LeaderTip #3: How to Boss Your Calendar Each Week

Have You Chosen Your Leaders for Next Year?

By this time of spring, most schools have selected their student government, resident advisors, club leaders, and peer mentors for next school year. My big question is—could they use some help getting ready?

At Growing Leaders, we’ve decided to post a helpful article each week continuing through the summer on our blog page, geared especially for student leaders. You can expect it on Fridays. They’ll contain practical tips for leading meetings, communicating a vision, choosing priorities, dealing with difficult peers, bossing your calendar, effective planning and more. You can find today’s tip below. If you like it, it’s our gift to you and your students. Feel free to copy it for each of your student leaders as a discussion guide that will equip them to be more healthy leaders. Also, click on “Free Resources” to view and download the growing library of Leader Tips on a special page of our site. This is a page just for young leaders to practice great leadership. Feel free to have your students look for it, all summer as they anticipate leading this fall. Enjoy.


How to Boss Your Calendar Each Week

This is one of the most relevant issues for leaders today. People ask me regularly how I handle my calendar, with all my travel, writing, speaking and projects that must be done. I always answer that I am not an “expert” by any stretch of the imagination. I do, however, embrace a handful of practices that allow me to get a lot of things done, and that still allow me to also get some rest and relaxation.

First and foremost, I believe we must recognize that a “balanced life”—as most people understand it—is a myth. I don’t know of anyone who perfectly balances equal time each week for family, work, leisure, exercise, etc. It’s just not realistic. Instead, I believe life happens with an “ebb and flow” where there are seasons of great investment of time and energy, then there are seasons of rest and withdraw. Fast pace, slow pace.

Six Practices to Boss the Schedule

Below are six simple practices I do that keep me achieving the highest priorities I’ve established, and that enable me to “boss my calendar.”

1. Identify one objective that energizes you each day and do it.

First of all, you have to know your biggest objectives each week, then discover which of those goals involve tasks that energize you. For me this week, it was writing a certain article I was excited about. Then—I use that task as incentive. Each day I worked on it a little, which energized me the rest of the day.

2. Place similar activities in time blocks.

I have done this for over 25 years. I usually meet with people for meal times each day. In between, I try to keep a block of time in the morning for administration, a block of time later for planning time and a block of time later for people. This allows me to get into a frame of mind—alone or social—and build momentum toward a goal. If I mix meetings with admin time, my momentum can die and I slow down.

3. Schedule in advance your biggest “rocks.”

This one is predictable but important. Once you know your top priorities—your big rocks that you must put in the jar first—schedule them before any other task consumes that time. For instance, I already scheduled my weekly writing days for the rest of the year. If a trip consumes one of those days, I switch out another day. If I don’t do this, only the activities that scream for my attention, get my attention. The issue is not prioritizing my schedule but rather scheduling my priorities.

4. Invite a colleague to help you say no and stay on track.

People do better when they are watched. I am no different. So, Andrea, my executive assistant, helps me not only watch my calendar but she keeps me on track. She helps schedule projects and meetings, and is able to say “no” to those that don’t belong. (I have a difficult time saying “no” to people). She reminds me of goals, holds me accountable and tells me if we need to get back on track with a particular objective.

5. Create systems to help you accomplish ongoing tasks.

Each of us has repeatable tasks on a daily basis. These tasks should be part of a system that you automatically revert to, so they don’t require extra mental energy or time. For instance, some emails can be handled with an “auto-pilot” reply. It doesn’t mean you don’t care, it simply reaches the goal, allowing you to deal with new items.

6. Plan for margins in the calendar for priorities you must pursue.

This one is challenging for me, but I try to do it regularly.  Each week and month, I know new things are going to come up that capture my imagination. They are serendipitous but fit right into our mission and should be pursued. So, I try to plan for margins in my calendar that allow for interruptions or spontaneous ideas that should be captured. I’ve found that if I handle my time well, I have margins to respond to these opportunities that pop up and deserve attention.

 Questions for Reflection

a. What is the number one “time thief” in your leadership?

b. Are you consistently feeling pressure to meet deadlines? Do you often fail? Why?

c. Which of these ideas above could be most helpful as you boss your calendar?

d. What is your first step to managing your time and opportunities more effectively?



  1. timatoz on April 26, 2013 at 11:16 am


    Great points. Do you mind giving some examples for point #6 that you have experienced. These ideas have been very benficial to me when I have been in a leadership position. I used it as a template to keep the week controllable and know at the end of the day that something was accomplished. Thanks for all you do.

    • Tim Elmore on April 29, 2013 at 8:39 am

      Good question, Tim. Actually, planning margins may be as simple as not booking appointments and project back to back all through the day, but leaving room on the end of some for think time, or new spontaneous items that may surface. For me, I plan appointments back to back, but then leave some margin at the end of the last one. When I work on projects, I try to leave some space for something new that may pop up. This gives me some breathing room and makes me less stressful. Hope that helps.

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LeaderTip #3: How to Boss Your Calendar Each Week