Google Calendar is a great way to keep track of your day-to-day activities. However, if you’re like most people, you don’t have enough time to complete all of your tasks in one day. In order to make the most of Google Calendar, you need to set aside time each day to complete some of your tasks. Here are some tips on how to set aside time in Google Calendar:
- Set a specific time for each task: When you create a new task in Google Calendar, give it a specific start and end time. This will help you stay on track and avoid overlap in your work schedule.
- Use the “Today” button at the top of every page: The “Today” button at the top of every page will help you quickly and easily complete all of your tasks that day. This will save you time and energy later on in the day when you need to focus on more important tasks.
- Use “Tasks” tab: The “Tasks” tab is where you’ll find all of your current and future tasks in Google Calendar. This tab will help you keep track of everything that needs to be done before or after today’s task, as well as any associated deadlines or notes about that task.
Do you ever just need to put your head down and work? You know how hard it can be to concentrate with distractions like meetings, phone calls, and the unexpected pop-in. Focus Time in Google Calendar can help.
Using Focus Time, you can designate that time to dig into your report, answer those emails, or catch up on updates. So, anyone with visibility into your calendar can see your time blocked. One terrific feature of Focus Time is that you can automatically decline meetings with a personalized note to the organizer.
RELATED: What Is Calendar Blocking?
Set Focus Time in Google Calendar
Setting up a Focus Time is as easy as scheduling an event in Google Calendar. Currently, you can create the Focus Time event in Google Calendar on the web, but not in the mobile app.
Start by selecting Day or Week view in the drop-down box at the top. The feature also works when using a custom Day view such as three, four, or five days.
Click the date and time on your calendar for the Focus Time you want to schedule. Choose “Focus Time” as the event type at the top of the pop-up window.
The event displays with a headphone icon on your calendar.
You can click “Save” to save the Focus Time or take advantage of the additional options below.
Schedule Repeating Focus Time
If you plan to set up a Focus Time on a regular schedule, like every day from 4pm to 5pm or just on Fridays from 2pm to 4pm, you make this event repeat.
RELATED: How to Add, Edit, or Delete Recurring Events in Google Calendar
In the event pop-up window, click the date and time section to expand it. Then use the Does Not Repeat drop-down list to choose the timing.
If you choose “Custom,” you can select specific days of the week, a day of the month, and when the repeating event should end.
Automatically Decline Meetings
Check the box to Automatically Decline Meetings if you wish to use that feature. Then choose either Only New Meeting Invitations or New and Existing Meetings.
When you save the event, you’ll be asked to confirm that you want to decline meetings during the Focus Time you set. Click “Save & Decline” to confirm.
Customize the Decline Message
To add a personalized note rather than using the default for declining meetings, click the text below Message and enter your own.
If you receive a request for a meeting that’s during your Focus Time, the organizer sees your message along with your decline via email.
They also see your message on the event in Google Calendar.
Create a Notification
One more option you might like to set for Focus Time is a reminder. You can receive a notification so that you don’t forget Focus Time is growing near.
RELATED: How to Customize Google Calendar’s Notifications on the Web
Click the section with your name at the bottom of the event to expand that area. To the right of the bell icon, use the drop-down box to set the notification timing. You can choose from minutes to a day before.
If you pick “Custom,” you can select the exact minutes, hours, days, or weeks
You can have multiple notifications too if you like. Just click “Add Notification” to include another.
Optional Items for Focus Time
Along with the above settings, you have a few others you can use for your Focus Time event. These are similar to regular event options.
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Change the title. Add a location. Include a description. Attach a file. Select a different event color. Adjust the default visibility.
Each of these are in the event pop-up window.
Also, you can edit an existing Focus Time event using the pencil icon or delete the event using the trash can.
When you need to get stuff done, let others know or use the time blocking method of time management by scheduling yourself Focus Time in Google Calendar.
