How to Keep A Calendar as a Business Owner (Without Losing Your Mind)

priscilla
Sep 8
2 min read

As business professionals, we wear a lot of hats: consultant, coordinator, designer, logistics expert, therapist (kidding… sort of). But the truth is, no matter what kind of business you run, your calendar is one of your most powerful tools, or your biggest source of stress.

Here are a few ways I have learned to stay organized, plan ahead, and keep space for both productivity and peace. Whether you’re managing clients, projects, or your own growing team, here’s how I keep my calendar in check while enjoying what I do.

1. Color Code + Confirm

Every appointment, call, deadline, and project task goes on my calendar the moment it’s confirmed. This keeps me from double-booking or forgetting important details. But I also block time around appointments (preparation, travel time, follow-up emails, or just a quick breather).

I recommend color-coding your events (client work, admin, meetings, personal, etc.) so you can get a quick visual of how your time is being spent. But keep it simple, stick to 3–4 general categories so you don’t get overwhelmed.

Mine are:

Personal
Client Meetings
Leads/Consultations
Admin Tasks

2. Time Block Your Calendar

Let’s be honest, this one took me a while to embrace. I always wanted to be available, flexible, and accommodating. But the truth is, you can’t pour from an empty calendar.

Start by blocking your time first, then let others book around it.

Here’s what I recommend:

Block out personal times (self-care, appointments, workouts, etc.)
Block out work blocks (email time, invoicing, client follow-ups)
Block out holidays and vacations (including travel times)
Block out one mental health day a month

Blocking your calendar will actually create more time than you think!

3. Use Tools That Work for You

I use Google Calendar synced across all devices, and tools like Calendly (or HoneyBook for creatives) to automate scheduling. This eliminates the back-and-forth and keeps my availability clear for clients or collaborators.

Also, for those Calendly users, set clear meeting hours. Just because you're self-employed doesn’t mean you’re “on” 24/7.

4. Make Space for Peace

One of my favorite things to schedule in my calendar is… absolutely nothing.

Leaving space open lets you breathe. It also gives room for last-minute meetings, creative bursts, or simply time to reset. Don’t pack your calendar so tightly that you have no time for spontaneity or rest.

Treat open space like an investment in your productivity (and mental health).