How to combine Calendar and ToDo List

A systems approach to looking at meetings and actions in a day view.

1. Problem Statement: I need to see both my calendar and my to do’s on one view per day. I used to look at my calendar and say, that isn’t so bad… Then I would look at my to-do list and say, that isn’t so bad… When I merged them, I was trying to do 16hours of stuff in an eight our window. Here is a graphical view of the systems and how my calendar (Google Calendar) works with my to-do list (Todoist)

2.  While my core process works, I have been working on my “Ping system” for the last three years.

What is a ping system you ask?  It’s the little things in my life that I need/want to do, but without a system, I won’t commit them to habit.  Here is where the ping process fits into the daily plan.

3.  My ping process has evolved over the last 3 years in this way

2015 –
2016-  Todoist
2017-  Google Calendar (New Calendar)

4.  So how does this end up looking when the systems are integrated?  Here is the view I use every day

Again, I realize this system is way more detailed than most people need or want.  Here is what I have learned from a systems standpoint.  My system will probably only work for me, it is a combination of looking what others have done and building a best of practice approach for me.  We all have to find that balance and what works for us individually.  If you have comments or suggestions I would love to hear them in the comments below!

Using shared family calendars at Home

We look at coworkers schedules and availability everyday, why not do the same when we get home?

In 2007, my wife and I switched to Google Family Calendar to manage our family’s ever-evolving schedule. We had used calendars in our work life but then we began treating our home Family Calendar with the same level of focus which has helped us tremendously. We asked ourselves why we are so intentional with our work lives and why we shouldn’t bring that some focus to our precious time with family.

Why we use shared calendars at home

While family calendars are not new or novel, to us they are the foundation for our family organizes and communicates. We use our calendars different in that my wife put to do’s on the calendar and integrate my Todoist calendar side by side.

Key take away

Most of us have systems and very few of us do it the same way.  Create a system that works for you and stick to it; changing only when absolutely needed.

Updates to this post

I created an update to this post that goes into much for detail, for those families that have already mastered the basics!  Check out this updated Post.

google calendar

Fun Fact… Google Calendar was created on April 13, 2006. Yes, I had to google it!