Reimagine your To-do list by making a Work Calendar!
By: Neil Patrick G. Nepomuceno
To-do lists are far from obsolete. It provides a clear rundown of what needs to be done at work. But what happens if the list gets so long that you are now having a hard time deciding which one to prioritize? This is where a detailed online/digital calendar makes more sense.
Level up your productivity by incorporating a Work calendar today!
Different Calendar apps, one sole purpose: Tracking date and Time
What used to be pages of paper turned into a multitude of online apps both built in and third-party for your desktop and mobile devices. Explore each app, talk to your colleagues and find out which Calendar App works best for your needs.
TIPS: If you’re on a budget or don’t want the idea of paying subscription-based services for your calendar, then the default calendar app on your mobile device can help. It’s better if it can sync with your work account and across multiple devices. Popular examples would be Google Calendar, Samsung’s Default Calendar App, Fantastical or ‘Calendar’ for iOS, and Microsoft with O365 just to name a few.
Label your tasks accordingly. Add more details when its available
Similar to jutting down tasks on your To-do list, you can make it better by attaching your task to a specific date or multiple dates when the task extends beyond a single working day. Doing this step ensures that you can be on-track and deliver on or before deadlines.
TIPS:
Details shouldn’t be long and hard to read. We can categorize note-taking into two methods:
Flow-Based Method, which uses a comprehensive, narrative style to capture context and relationships between ideas.
Modular Method, which focuses on capturing granular details bit by bit in a personalized structure for quick reference and personal understanding.
Each task is different so try them both to find out what works for you!
Enable Notifications on your Calendar app
You don’t have to set a max volume alarm for every task that you create on your calendar. Device vibration, on-screen notifications or both options for your created tasks can make a world of difference from starting on time or a delayed start at your task.
TIPS: Explore the app settings and turn on the “alarm” feature or “notifications” on your mobile calendar app. For a more discrete approach, turn on “device vibration” so you don’t miss a reminder.
Color-Code to Identify Work Types at a Glance
Create a color scheme for different types of work or life categories. For example:
Use BLUE for client meetings.
GREEN for deep focus work
and RED for personal tasks.
This visual separation instantly tells you how your day is balanced without having to read the event titles.
TIPS: Once you get used to color-coding your tasks, you can upgrade your color system from basic categories to visual prioritization hacks. Use a vibrant, action-oriented color (like red or deep orange) exclusively for your “Deep Work” blocks and high-stakes deadlines. This simple shift ensures that a quick glance at your calendar tells you exactly where your focus and energy need to go.
Use Recurring Events for Routines and Review.
Schedule consistent routines, like “Daily Planning/Inbox Zero” or “Exercise,” as recurring events. This makes them a committed part of your schedule, rather than an easily ignored item on your list.
TIPS: Elevate your recurring events with Task Batching. Allocate at least 30mins or 1 hour to group all those small, distracting tasks together. Blocking out this time protects the rest of your day, giving you uninterrupted windows for high-value creation and project work.
By transforming your calendar from a passive date tracker into an active time management system, you gain the power of realistic scheduling, reduced decision fatigue, and enhanced adaptability.
This disciplined approach to time blocking and commitment is essential to high-performing teams everywhere. At UnionBank, employees leverage their digital work calendars daily to efficiently manage projects, collaborations, and client engagements, reflecting their commitment to defining the future of work as they continue to Reimagine Banking to uplift lives.