A Step-by-Step Guide to Set Yourself Up for Success
If you’ve ever felt like you’re working hard but not seeing the results you want, it might be time for a calendar audit! This is something I first learned about from John C Maxwell years ago and once I did it, I couldn’t ever look at my calendar the same way again. Want to have a great year? Then you need to think about how you spend your time. Your year is made up of months that are made up of weeks that are made up of days and ultimately what you choose to fill the hours in your day with. An annual calendar audit allows you to review your past year, identify what worked, and eliminate what didn’t, so you can focus on what truly matters in the year ahead. Here’s how to conduct your own annual calendar audit in a few simple steps:
Step 1: Gather Your Materials
Before you start, you’ll need the following:
- Your calendar: This could be digital (like Google Calendar) or physical. If you don’t have a detailed calendar (this is your sign to start one) but until then, I recommend using your phone’s photo library to jog your memory of key events.
- A notebook or journal: Choose something where you can jot down reflections as you go. Writing by hand is ideal to avoid distractions.
- A quiet space: Find a place where you can focus without interruptions. Grab a cup of coffee or tea to set the mood.
Step 2: Set Aside Time
A proper calendar audit requires focus and reflection. Aim to set aside at least 2–4 hours for this process. If possible, carve out uninterrupted time during a quieter period, like weekends or holidays, when you can truly dive into this exercise.
Step 3: Review Your Year, Week by Week
Start from January of the previous year and go week by week through your calendar. For each appointment, event, or task, ask yourself:
- What was this activity about?
- How did it make me feel?
- Was it worth the time, energy, and resources I spent on it?
Categorize your findings into three lists:
- Worth It: Activities that added value to your life or aligned with your goals.
- Not Worth It: Tasks, meetings, or commitments that felt like a waste of time or energy.
- Self-Care & Fun: Moments where you took care of yourself, had fun, or recharged.
From there I like to write each one of those categories on top of a blank page and then put each and every event and appointment into one of the three. The first time I did this I was shocked to discover how many things I regularly did that were a waste of time. I was also disheartened to realize that I scheduled almost no time for self care.
Step 4: Identify Patterns
Once you’ve categorized your year, step back and look for patterns. Ask yourself:
- What types of activities consistently added value?
- Which commitments drained me the most?
- Did I make enough time for self-care and joy?
This step is key to understanding where you should focus your energy moving forward.
Step 5: Apply the 80/20 Rule
The Pareto Principle states that 80% of your results come from 20% of your efforts. Look at your “Worth It” list and identify the 20% of activities that had the biggest impact on your success or happiness. These are the areas to double down on in the coming year.
Step 6: Build Your New Calendar
Using the insights from your audit, start crafting your ideal calendar for the year ahead:
- Prioritize the 20%: Schedule more time for the activities that made the biggest positive impact.
- Plan for Self-Care: Add regular self-care and fun into your calendar—like monthly dinners with friends or a weekly yoga class.
- Eliminate the Waste: Be intentional about saying “no” to commitments that don’t align with your values or goals.
- Create a Weekly Template: Map out what your perfect week looks like, from work blocks to family time and personal growth activities.
Step 7: Reflect and Adjust
As you move through the year, revisit your audit. Regular reflection ensures you stay aligned with your goals and values. This practice isn’t just about improving productivity—it’s about designing a life that feels fulfilling and intentional.
Want to take a deeper dive on the Calendar Audit?
Listen to this episode of the podcast here or watch my video below 👇🏼