From Chaos to Clarity: How Google Keep and Calendar Transformed My Daily Routine

The Messy Beginning

I used to be the epitome of disorganization. My days were a blur of forgotten appointments, misplaced notes, and a constant feeling of being overwhelmed. Post-it notes cluttered my desk, my phone was filled with half-written reminders, and my calendar was a jumble of overlapping events. I knew something had to change, but I didn't know where to start.

Beside this article and the upcoming ones, I wrote a free book to describe every single essence and technique I try with good and bad results and feedbacks, here's the link: https://leanpub.com/kanban_your_life

The Turning Point: Discovering Google Keep and Calendar

One particularly chaotic day, after missing an important deadline and double-booking myself for the third time that week, I decided enough was enough. I needed a system that was always with me, easy to use, and could handle both my tasks and my schedule. That's when I turned to Google Keep and Google Calendar.

Hence, here's the example of my calendar now, I am trying to optimize my daily tasks, for example, I can listen to podcast while doing a routinary task which doesn't require much focus. I calculate the time it takes to drive to work and optimize that.

Step 1: Centralizing My Notes with Google Keep

I started by downloading the Google Keep app on my phone and opening it on my computer. Here's what I did:

1. Migrated All Notes: I spent an evening transferring all my scattered notes into Google Keep. It was tedious, but seeing everything in one place was instantly relieving.
2. Color Coding: I used different colors for different types of notes. Work-related notes were blue, personal tasks were green, and ideas were yellow.
3. Labels: I created labels like "Work," "Personal," "Ideas," and "Urgent" to further categorize my notes.
4. Archiving: I learned to archive notes that weren't immediately relevant, keeping my main screen clutter-free while still having access to all my information.

Step 2: Mastering Task Management

Next, I focused on turning my notes into actionable tasks:

1. Creating Checklists: For any note that involved multiple steps, I converted it into a checklist in Google Keep.
2. Setting Reminders: I added date and time reminders to my most important tasks, ensuring I wouldn't forget them.
3. Integrating with Calendar: I discovered that tasks with due dates automatically appeared in my Google Calendar, creating a seamless system.

Step 3: Optimizing My Calendar

With my notes and tasks organized, I turned my attention to my Google Calendar:

1. Time Blocking: I started allocating specific time blocks for different types of tasks, using the colors that matched my Google Keep categories.
2. Task Integration: I enabled the Tasks view in Google Calendar, allowing me to see my to-do list alongside my appointments.
3. Recurring Events: I set up recurring events for regular commitments, reducing the need to manually input repeating tasks.

The Results: A More Structured and Productive Day

After a few weeks of consistently using this system, the change was dramatic:

1. Improved Time Management: With all my tasks and appointments in one place, I could see at a glance what my day looked like and plan accordingly.
2. Reduced Stress: No more forgotten tasks or double-booked appointments. Everything was in the system, and I could trust it.
3. Increased Productivity: By focusing on one task at a time and having a clear view of my priorities, I found myself completing more work with less stress.
4. Better Work-Life Balance: Separating work and personal tasks visually helped me maintain boundaries and ensure I was allocating time for both.

Conclusion: Small Steps, Big Impact

My journey from chaos to clarity didn't happen overnight. It started with the small step of centralizing my notes in Google Keep, then gradually expanded to full calendar integration. The key was consistency and a willingness to adjust the system as I learned what worked best for me.

If you're feeling overwhelmed by disorganization, I encourage you to start small. Pick one tool, like Google Keep, and commit to using it for all your notes for a week. Then, gradually expand your system. Remember, the goal isn't perfection, but progress. With each small step, you'll find yourself moving from chaos to clarity, just as I did.

Beside this article and the upcoming ones, I wrote a free book to describe every single essence and technique I try with good and bad results and feedbacks, here's the link: https://leanpub.com/kanban_your_life