Fresh Family Meals Made for Everyday Life

how i organize my life

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When I posted last week that I schedule every minute of my day, a few folks commented and sent me emails asking for more details about how I go about organizing all of my various to-dos and juggling all my tasks. Honestly, I have no idea if this is the “ideal” way of going about it, but it works perfectly for my busy schedule. I manage to rarely forget things or miss deadlines.

The “hub” of my organization is my Google Calendar. If Google suddenly decided to discontinue their calendar service, I would be beyond screwed. My entire life is in these little colorful boxes.

I have eight calendars that I use on a regular basis:

  • My Calendar—This is where my personal appointments, freelance deadlines, school due dates and other events. This is also the calendar I schedule my days on.
  • Our Calendar—This is a shared calendar between Babyface and I that includes our events. Family birthday parties, etc. Things we both need to know about.
  • Birthdays, Holidays & Events—This is the master list of our family birthdays, anniversaries and big events.
  • Blog Posts—I schedule posts for Wholefully two weeks at a time (although they are often written only one or two days before they go live).
  • Business Calendar—Babyface and I are blossoming a photography and design business on the side, and this calendar helps us keep track of scheduled photo shoots, client meetings, etc. Although, right now, they are few and far between. 😛
  • Menu—Our dinner menu for the next two weeks.
  • Fitness Minutes—One of my goals in 2012 was to complete 3,500 fitness minutes. This calendar is how I keep track.
  • Workouts—I have a loose schedule of workouts I like to follow. This calendar is used a lot more heavily when I’m training for something. Training schedules get put in here and I can always see what training session is up next.

I also have a totally separate calendar for work that I have to hold all of my office-y meetings and appointments. I like to keep them separate, but on my phone, they both feed into the calendar, so I can always see if I have a work appointment on my schedule.

As I mentioned in that previous post, the main component of my life organization is my daily scheduling. Before bed, every night, I open up my Google Calendar and schedule pretty much every minute of the next day. I don’t always do this, but more often than not, I try to schedule my time. It’s really the only way I’ve figured out to starve off my procrastination bug and keep on task.

Now how I go about figuring out what I want to schedule for the day requires a second tool—TeuxDeux. TeuxDeux is one of my favorite websites/apps on the planet. Mostly because it is so simple, easy to use and pretty much perfect. Google Calendar has a similar task list functionality, but I’ve just never gotten into it the way I’ve gotten into TD. Maybe one day I’ll make the switch to where it’s all the same place, but for now, TD is my true list-making lover.

I use TeuxDeux as a planning tool for tasks. Instead of just making a running to-do list, I use the various lists under the days of the week to preliminarily schedule a task when I think of something. For example, I decided earlier in the week that I really wanted to reshoot my headshots. But I knew that the next time Babyface would be available to shoot them wouldn’t be until Saturday, so I slotted that item under my Saturday Teux Deux list.

So now, when I go to schedule my day, I just look at what tasks are written under tomorrow’s date and try to slot them into the times I have available. If I have more time available than tasks? Sweet! I’ll just slot in a “relax” or “chill” appointment. If I have more tasks than time available? I sort through, prioritize and move the ones that aren’t top priority to other days on my Teux Deux list (this happens pretty much daily).

Notice that my Sunday TeuxDeux list is pretty…light. I try to keep Sundays pretty open. I always end up doing some tasks that day (mostly overflow from the other days) but I try to keep Sunday’s as “our” days—time to go hiking, see a movie or head to the bookstore. Normally, the harder I work on Saturdays, the more I have free on Sundays.

So that’s how I keep all my stuff together. I’m sure there are better ways out there, but this seems to work for me.

How do you keep all your to-dos and appointments organized?

Cassie is the founder and CEO of Wholefully. She's a home cook and wellness junkie with a love of all things healthy living. She lives on a small hobby farm in Southern Indiana with her husband, daughter, two dogs, two cats, and 15 chickens.

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31 Responses
  1. I love this! I live by Google Calendar. I currently have 14 Calendars that I use daily & just added 1 more for Blogging, since I’ve decided to start blogging seriously instead of just having my blog sitting around doing nothing lol.. Thanks again 🙂

    1. M

      Is there a way you re-organize your list of calendars? It’s not a huge deal, it’s just slightly bugging me that my calendar orders are all messy instead of being organized by color.

  2. Autumn

    Do you still use TeuxDeux since they’ve started charging? Just curious if you’ve kept with it or if you’ve find something else.

    1. Cassie

      I am still using it. Because I was an early adopter, they haven’t started charging me yet, but I’m expecting it any day. And I’ll probably pay for it, because I can’t live without it!

  3. How do you get your phone to display all the different calendars? Mine (iPhone 3GS) only seems to want to show the primary one. Thanks.

    1. Cassie

      I have an iPhone 4S and in the Calendar app, if I click the “Calendar” button in the top right, I get a list of all of my calendars and I can check and uncheck the ones I want. Good luck!

      1. Mine doesn’t seem to do that. I think I’d use it a lot more if I had the option to split it up. Maybe I will have to combine everything.

  4. I’m completely jealous of your calendar.

    Like some of the others, I typically do better with paper calendars. Mostly because I forget to add to my Google calendar. 🙂

    Of course, I KNOW I need to use it. As a single, almost divorced, mom who is co-parenting, when my ex and I used Google, it was brilliant. We shared a calendar to keep track of things like the kids’ doctor’s appointments, custody days, school events, work schedules…But then we forgot to update. Oops. 😀

    This inspired me to get back at it!

Meet Cassie
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Hello. My name is Cassie, and I’m a healthy home cooking expert.

I'm a Certified Holistic Nutritionist, and I've been developing healthy recipes professionally for over 15 years. Food is my love language, and my kitchen tips and nourishing recipes are my love letter to you!

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