How I track everything with calendars

Real photo of my calendar.

Explore subscribable calendars

Think newsletters, but for important events. If you use Apple calendars, Google calendars, and/or Microsoft Outlook, You might be familiar with the public holiday calendars they automatically sign you up for. You might be interested to know that there are a plethora of interesting calendars out there:

Track itineraries

Before email providers started automatically extracting itineraries from income emails to my calendar, I relied on Tripit. Each time I receive a confirmation email from a travel agency, Airbnb, or airline, I forward the email to Tripit recognizes my email address, parses the itinerary information, and add the appointment to a calendar that only I subscribe to. It works like a charm.

Track how you actually use your time

I’ve been tracking how I spent my time since August 2016. The workflow is like this:

  1. Every time I sit down and focus on something, I start a timer on Toggl Track.
  2. The app allows me to pre-summarize the task at hand, which helps me clarify the goal, instead of busying myself blindly.
  3. When I’m done or decide to take a break, I stop the timer.
  4. The time entry is automatically synced to my calendar, marked in bright red. I chose an alarming color here, because it is how you actually spent your time that ultimately matters.

Some other ideas

We all wear many hats, and it’s important to focus on one role at a time. Different calendars can help you segregate your roles from each other: When you are at work, toggle off the personal calendars; On a holiday, hide the corporate schedules. Less distractions, better mindfulness.


I love my calendars. They have deeply integrated with my day-to-day lifestyle. I hope these ideas are helpful to you. Have more ideas regarding managing appointments? Let me know in the comments!



Get the Medium app

A button that says 'Download on the App Store', and if clicked it will lead you to the iOS App store
A button that says 'Get it on, Google Play', and if clicked it will lead you to the Google Play store


Tech writer with creative analogies. Website: | Donate: