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Time Management

Program Management

Michael King

Community Champion

Senior IS Project Manager| Baycare Health Systems Clearwater, Fl, United States

Time Management Question - some people advise to put all of your work on your calendar so that you can manage your time better and be more productive. In addition, it is advices to keep all of your events on the same calendar to simplify your life. Has anyone has success with this form of Time Management as a busy Project Manager?

Posted: Feb 23, 2026 10:42 AM

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Keith Novak Tukwila, Wa, United States

I find that makes my calendar too cluttered. Among other things, that makes it impossible for others to look at my calendar for good times to set up meetings. I would rather put my work in something like MS ToDo where I have more flexibility to create entries with sub-tasks, set reminders, and it's easy to use on my phone for portability.

Posted: Feb 23, 2026 2:59 PM

Francisco Herrera

Community Champion

Program Manager, PPM&PMO Specialist.| Coppel, Mexico. Culiacán, Sinaloa, Mexico

Michael in my personal workflow, I block time for any task that takes 30 minutes or more, or anything that requires focus and 'reserved time.' This helps me visualize my real capacity and prevents me from over-committing. Having everything on the same calendar is a game-changer because it simplifies my life and ensures that I don't overlook small but important tasks. It’s the only way I can stay productive during a busy week!
Francisco

Posted: Feb 23, 2026 3:12 PM

Syed Ashir Riaz

Community Champion

AI-Powered Social Media Strategist

Yes, putting all tasks and events on one calendar works best. It gives a complete view of your day, prevents overlaps, and helps prioritize effectively as a busy project manager.

Posted: Feb 24, 2026 2:04 AM

Pavan Maddi

Community Champion

Buona Vista, Singapore

Using one calendar for both tasks and events works well in busy PM life, but only if you use it with discipline. I block focus time, decision time, and follow up time. It keeps workload visible and stops over-committing. The mistake is overloading the calendar. Keep it realistic and updated, and it becomes a strong daily control tool.

Posted: Feb 24, 2026 9:02 AM

Srikana Ray

Community Champion

IT Project Manager

Having most of the work on the calendar can be helpful, while it can usually fill up with meetings for a busy Project Manager.

I like to block time for important tasks with appointments, which helps to focus and complete the task at hand.
Having most of the work on the calendar lets me see the entire schedule for the day and make plans accordingly.
Also I keep a separate to do list to capture small, important and anything which needs to be done.
So I use all the 3 - calendar, time blocking and to do list to keep up with the tasks.

Posted: Feb 24, 2026 3:30 PM

Lissette Indhira Pimentel Sosa

Community Champion

Program Manager| HARPER SRL Santo Domingo / Distrito Nacional, Dominican Republic

I’ve had success blocking focused work on my calendar, especially for thinking tasks that otherwise get displaced by meetings. If it’s not scheduled, it usually doesn’t happen.
That said, I don’t calendar every minor task. I combine time blocking for high-impact work with a prioritized task list for smaller items. One calendar helps reduce friction, but discipline around priorities matters more than the tool itself.

Posted: Feb 25, 2026 4:36 PM

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