Time is emphasis: planning your calendar as a leader

Tara H

Tara H

Mar 28, 20244 min read


Time is emphasis: planning your calendar as a leader

As a leader, managing your time effectively is crucial for success. Mark Zuckerberg, the co-founder of Facebook, has shared his approach to planning his calendar. He used theme days to structure his week and prioritize his tasks. For example, Mondays were dedicated to leadership activities, including team meetings, 1:1s, and meals with his reports. On Tuesdays, Wednesdays, and Thursdays, he focused on deep dives into his strategic priorities.

Zuckerberg's strategy involved creating a calendar skeleton, which served as a template for his week. This skeleton laid out time blocks for core meetings and activities that occurred regularly. For instance, he scheduled Small Leadership team meetings on Mondays and Fridays to align everyone and provide a kickoff and debrief for each week. Tuesdays were dedicated to business and product-related tasks, such as functional reviews, demos, and decision-making meetings with leaders. Wednesdays were reserved for 1:1s with direct reports.

By implementing a structured calendar plan, leaders can ensure that they allocate time to essential tasks and avoid getting overwhelmed by a chaotic schedule. Having dedicated days for specific activities helps maintain focus and prioritize responsibilities.

How I Collect Ideas and Resources Every Day

Collecting ideas and resources is crucial for personal and professional growth. Many messaging apps, such as iMessage, WhatsApp, Signal, Telegram, and Slack, offer the feature of sending direct messages to yourself. This can be a valuable tool for capturing thoughts, reminders, and useful information throughout the day.

One effective method is to send voice notes to yourself using your messaging app. Voice notes allow you to think through ideas and concepts without the need for typing everything out. It's a convenient way to record your thoughts and reflections on the go.

However, as you start accumulating notes and resources in your chat, it can quickly become messy and disorganized. To prevent clutter and ensure easy retrieval of information, it's essential to establish an organizational system. Treat your chat with yourself as a virtual inbox for your to-do list. Regularly review and categorize your notes, creating folders or tags for different topics or projects.

Remember, clutter is not just physical objects; it can also be digital distractions that hinder your productivity. By keeping your digital workspace organized, you can streamline your thought process and access relevant resources whenever needed.

Finding Common Ground: The Intersection of Time Management and Idea Collection

While time management and idea collection may seem like two unrelated topics, they can actually complement each other when approached strategically. By combining effective calendar planning with a systematic method of gathering ideas and resources, leaders can optimize their productivity and creativity.

One common point between these two areas is the need for structure. Just as a well-planned calendar provides a framework for managing time, an organized system for collecting ideas ensures that valuable insights are not lost. Both processes require intentional allocation of resources and a commitment to regular review and organization.

Moreover, incorporating unique insights and ideas into your daily routine can enhance both time management and idea collection. For example, you can allocate specific time blocks in your calendar for creative thinking or brainstorming sessions. This allows you to explore new possibilities and generate innovative solutions while still maintaining a disciplined approach to time management.

In conclusion, as a leader, it is essential to prioritize effective time management and idea collection. By implementing a structured calendar plan and utilizing messaging apps to collect and organize thoughts, you can optimize your productivity and foster creativity. Remember to regularly review and categorize your ideas to prevent clutter and ensure easy retrieval. By finding common ground between these two areas, you can create a harmonious and efficient workflow.

Actionable Advice:

  • 1. Establish a theme-based calendar: Allocate specific days or time blocks for different types of tasks or meetings. This provides structure and clarity in your schedule, allowing you to focus on essential activities without feeling overwhelmed.
  • 2. Utilize messaging apps for idea collection: Take advantage of the direct messaging feature in apps like iMessage, WhatsApp, or Slack to send voice notes or write down ideas and resources. This ensures that valuable insights are captured and easily accessible when needed.
  • 3. Regularly review and organize your ideas: Treat your chat with yourself as a virtual inbox and establish a system for categorizing and tagging your notes. Set aside dedicated time for reviewing and organizing your ideas to prevent clutter and maximize their potential.


  1. "Time is emphasis: planning your calendar as a leader", https://mollyg.substack.com/p/time-is-emphasis-planning-your-calendar?ref=refind (Glasp)
  2. "How I Collect Ideas and Resources Every Day", https://hulry.com/collect-ideas-resources/?ref=refind (Glasp)

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