How to Set Up a Calendar System to Organize Your Busy Life as a Working Mom and Side Hustler
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We all know that life can get a little crazy when you’re balancing a full-time job, running a side hustle, and managing a household. If you’re anything like me, your days are packed from sunrise to sunset, and staying organized is key to keeping everything from unraveling. That’s why I’m excited to share my tried-and-true method for setting up a robust calendar system that keeps me on track and stress-free.
Whether you’re planning client meetings, family activities, or personal time, having everything laid out in a calendar will help you stay organized, reduce stress, and boost your productivity. Let’s dive into how you can create a life-saving calendar system that works for you!
Why You Need a Calendar System
First things first—why bother with a calendar system?
When life gets busy, it’s easy to forget things, miss appointments, or just feel overwhelmed by everything on your plate. A well-organized calendar helps you keep track of everything, from work deadlines to your kid’s soccer practice, ensuring that nothing falls through the cracks. Trust me, having everything mapped out makes your days smoother and frees up mental space for what really matters.
Personal Calendar Setup
Let’s start with your personal life. As a busy mom, you’re juggling multiple roles, and it’s essential to have a calendar for each one.
Different Roles, Different Calendars
Break down your life into the different roles you play, and create a separate calendar for each:
Appointments Calendar: For general appointments like dentist visits, haircuts, or lunches with friends. This is where all the little things go that don’t fit anywhere else but still need to be remembered.
[Your Child’s Name]’s Calendar: This is where I track all of Shannon’s activities—doctor’s visits, school events, sports practices, you name it. Having everything related to my son in one place makes it easy to stay on top of his schedule.
Work Calendar: To keep track of your work hours, meetings, deadlines, and PTO. This calendar helps you separate your professional life from everything else.
Army Calendar: If you have any additional commitments like Army Reserve duties, they get their own calendar so you can plan around them.
Birthday and Anniversary Calendar: Never forget a special date again! Keep all birthdays, anniversaries, and important dates here.
Routine Calendar: This is for your personal routines, like morning devotions, gym sessions, or even self-care time. It’s important to schedule time for yourself, too!
Money Calendar: Track your financial life here—bill due dates, payday, and any financial goals or reminders.
Menu Calendar: Meal planning is a breeze when you have a dedicated calendar for your weekly menu. It helps you stay organized in the kitchen and ensures you always know what’s for dinner.
Color-Coding for Easy Identification
Each calendar should be color-coded for quick and easy identification. For example, my work calendar is red, Shannon’s calendar is blue, and my personal appointments are green. This visual cue allows me to glance at my week and instantly know what’s coming up.
Digital vs. Paper: The Hybrid Approach
I’m a firm believer in using both digital and paper calendars because they each have their strengths.
Digital Calendar (Google Calendar): My Google Calendar is the brain of my operation. It’s where I plan out my entire schedule, and the best part is that it syncs across all my devices. It also integrates seamlessly with other tools and systems, making it easy to manage everything from one place.
Paper Planner: My paper planner is where I handle my daily to-do lists and task management. There’s something about physically writing things down that helps me stay focused and on top of my tasks. Plus, checking things off a list is so satisfying!
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Business Calendar Setup
Now let’s talk business. Your side hustle deserves its own set of calendars to keep everything organized.
Separate Calendars for Your Business
Here’s how I set up my business calendars:
Client Calendar: This calendar is for all things client-related—meetings, deadlines, and deliverables. Keeping client work separate ensures I can focus on delivering my best without distractions.
Project Calendar: For ongoing projects that aren’t client-specific. This is where I track my progress on business development, content creation, and any other long-term projects.
Launch and Promotion Calendar: If you’re planning to launch a new service or run a promotion, this calendar will keep you on track with all the tasks and timelines involved.
Collaboration and Affiliate Calendar: If you’re working with partners or involved in affiliate marketing, keep those timelines here to stay organized and meet all your collaboration commitments.
Content Calendar: Planning and creating content takes time and organization. This calendar is where I map out blog posts, social media content, email newsletters, and more.
Staffing Calendar: If you have team members, this calendar will help you manage their schedules, deadlines, and any team meetings.
Tips for Effective Calendar Management
Now that you’ve got your calendars set up, here are some tips to make sure you’re using them effectively:
Set Alarms and Notifications
Alarms and notifications are your best friend. Set them for appointments and important dates so you’re never caught off guard. Don’t forget to include travel time in your reminders to avoid being late.
Shared Calendars for Collaboration
If you have family members or team members who need to know your schedule, use shared calendars. This is especially helpful for coordinating kids’ activities, your spouse’s schedule, or business collaborations.
Turn Off Unnecessary Notifications
While notifications are helpful, too many can be overwhelming. Keep the essential ones and turn off the rest to reduce stress and maintain focus.
Pro Tips
Integrate Alarms: Use your phone’s alarm system for extra reminders about important events.
Utilize Shared Features: Share your calendar with family or team members to keep everyone in sync.
Dedicate Time Blocks: Set specific times for different tasks and stick to them. This will help you stay focused and make the most of your day.
Conclusion
Managing multiple roles and responsibilities doesn’t have to be overwhelming. By setting up a comprehensive calendar system, you can organize your life and business effectively, ensuring that nothing falls through the cracks. Start implementing these tips today and watch your productivity soar while your stress levels drop.
If you found this advice helpful and want to dive deeper, I offer a free Mompreneur Masterclass where I walk you step-by-step through building out these systems in your life and business. Plus, I’ve created a unique membership program designed specifically for side hustlers to learn, grow, and succeed together.
Hi, I'm Leah- THE Systems Strategist for side hustlers! I love helping side-hustling moms like you organize and automate every aspect of your busy life. Whether it’s keeping your household running smoothly, streamlining your side hustle, or finding that sweet spot where both meet, I’m here to show you that you really can have it all—with a little help from the right systems.
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