My #1 Calendar Tool & How to Use it With Your Assistant

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Last week I talked to you about my favorite email tool and this week I want to share with you my #1 favorite calendar tool, Fantastical. If you haven’t been using FantastiCal, maybe you’re using Google Calendar, iCal, or something similar. Previously, I was using Google Calendar along with another tool I use for scheduling appointments, Calendly. While it did the job, I had a few issues with it.

First off, Google Calendar doesn’t allow you to add in travel time, which is a big issue for me when calculating time in between appointments with my calendar. It also didn’t allow me to quickly add in calendar items and just felt overall a bit clunky.

Give 100% Control of Your Calendar to Your Assistant

When I hired my assistant, Marissa, one of the first things I did was give her 100% control over my calendar. And if you have an assistant, I highly encourage you to do the same thing. It was a big game changer. Having one person in charge of managing and scheduling appointments was great because there wasn’t any confusion and it gave me the ability to have a little bit of space when clients would reach out for that last-minute emergency appointment. I was finally able to say, “I need to check with my assistant first to see what’s on my calendar.”

Create an Ideal Week

One of the first things Marissa and I did was to create my Ideal Week. It helps us both get clear on what the weekly goal was in terms of my schedule. We knew that on Wednesdays, I don’t take appointments with clients because that's my catch up day. I do all of my admin work, catching up on emails, paperwork, invoices, creative work, etc. We also figured out that I needed to be done with work by 5 pm. (I was often times working until 7 pm because my schedule was so overloaded which isn’t in alignment with my goals).I also wanted to make sure I made time for things like self-care and relationships and creating my Ideal Week helped Marissa make sure that happened.

My father-in-law, Michael Hyatt has created some great resources for creating your Ideal Week. You can see those here.

Create Separate Calendars for Personal and Business

I have a calendar for business related stuff and also things related to Madeline and me. It’s great because it helps me easily switch from work mode into relationship mode and helps Marissa see what’s on our personal calendar. Plus, Madeline also has access to my business calendar and can easily add in personal appointments and events without messing up my day-to-day meetings.

Make Sure to Calculate for Travel Time

When your assistant is adding in local appointments, you want to make sure he/she adds in travel time. In FantastiCal, you can easily add in locations for appointments and chose to add in travel time and alerts for when you should leave so that you can be on time for your appointments.

You can learn more about how I use Spark by watching my Facebook live from last week below.

Did You Miss My Facebook Live
Last Week?

I shared my favorite calendar tool. If you have an assistant who manages (or should manage) your calendar, you'll want to watch this. I share my assistant and my secrets and which program we're obsessed with and how we use it to completely streamline and organize my calendar! Even if you don’t have an assistant if you’ve got a lot of calendar event and are feeling overwhelmed this could be a turning point for you.

Apple to Compete with Netflix and Hulu

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There’s no question we’re living in the golden age of television. It seems like everyone’s joined in except Apple...until now. It’s rumored that they will be releasing their own version of Netflix, Hulu, or Amazon Prime in 2019 with their own series and movies. I will be free for those with Apple devices, but it’s unclear exactly how they’ll be making their money. Some say it’ll be through an upgrade for premium services like HBO or Showtime, but we aren’t sure. What is clear, is that their lineup of original series looks pretty freaking amazing. I’m super stoked to see them joining the scene with some pretty big names. Stay tuned for more info on this. I’m hoping they release more info tomorrow at the Apple event.

New Macs & iPads to be announced Tomorrow!

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Tomorrow is the day for the Apple Live event at 10 am Eastern Time. I’m super excited to see what new mac’s they’ll be releasing and any other exciting announcements. Stay tuned for more updates on this...my thoughts may be in next week’s newsletter. You’ll be able to live stream on their website or on your Apple TV.

Best iPhone Xr Cases

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If you just got the iPhone Xr, you’re probably trying to find a cool case. There are some really cool ones here. I really like the Lifeproof case. It’s sturdy and looks clean. It also not only has drop protection but also waterproofing and screen protection. Plus, they have lots of different colors available.

Never Lose Anything You’ve Copied with Paste App

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If you get annoyed trying to find stuff in your clipboard that you’ve copied, you’ll like Paste. It keeps everything that you’ve copied to your clipboard in one convenient place. Everything from lists, emails, links, and more. It does cost $14.99 after your free trial but it could be useful if you’re constantly copying the same things or losing track of what you’ve previously copied.