Scheduling to Reduce Stress Part 2: Google Calendar Edition

As promised, here is part 2 in the scheduling series. This time we will be focusing on the features of Google Calendar to schedule, plan, create and keep track of tasks.

Calculating Hours and Setting up Google Calendar

As in the last article, I recommend starting with a list of your classes and calculated estimated weekly hours needed to maintain academic success. A typical schedule may look like this:

Screen Shot 2017-03-21 at 7.23.36 PM

The next step involved is also the same as before with a few extra steps that will save you time in the long run. Create a schedule in Google Calendar on an hour by hour basis starting first with weekly events (such as classes, meals, meetings, etc.) that are consistent from week to week. Set each weekly item to repeat by clicking on “edit event” in the event creation pop up box. Below the time and date you’ll see a checkbox to repeat the event. Once you check the box, you’ll see a pop up that allows you to select different options:

Repeat box

 

I recommend setting the repeats to automatically end on the last day of classes. This is an important step because when you set up notifications later on, you won’t be left with notifications over the summer that you get used to ignoring.

 

Once you’ve finished building the schedule, it should look something like this:

Screen Shot 2017-03-28 at 2.44.48 PM

Calendar Notifications and How to Use Them

Google calendar has a multitude of notification options and I suggest trying out different ones to see what works for you. There are options for SMS notifications, traditional phone notifications and a daily agenda. The daily agenda is a rarely used and well hidden feature that I highly recommend. The daily agenda is an email agenda sent automatically every morning at 5am to your Gmail account that gives you an hour by hour schedule to follow for the day. You can turn on the daily agenda by clicking the small gear icon at the top right of the screen under your Google avatar then select the following: settings> calendars. Then find your main calendar and on the same row select “edit notifications.” On the next screen you’ll see many options to add notifications but scroll to the bottom to find the “daily agenda” and click the checkbox to activate it. The other options are available for both hourly events and all-day events with distinct options for both including email, SMS and notifications (via phone or browser).

Using Google Tasks with Google Calendar

Screen Shot 2017-03-28 at 2.45.07 PMIf you’re using Google Calendar for your scheduling, I highly recommend using the integrated Google Tasks function along with the calendar. It is somewhat limited in that tasks are only available on the desktop version and not the app, but the seamless integration is worth the minor inconvenience. By default, Google Calendar integrates “reminders” in place of tasks. To use tasks to you have to click the small triangle next to the reminders option and choose “switch to tasks” as seen in the screenshot above. Once you switch to tasks you can now add a task either by adding an item to the task list on the left-hand side or to a specific day. To add a task to a specific day, click on the day the same way you would to add an event and you’ll see an option to switch from event to task in the create an event popup widget.

Once you add tasks they will show up on the task list, and on the calendar day if they are added to specific date.

 

Staff Writer: Randall Perez

 

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