Just a quick thought today on time stewardship. More and more the demands on our time stack up, almost to the point that we would struggle to function without our digital calendars. They are so handy, especially if you have a smartphone that can display your calendar and allow you manage it from the palm of your hand.
But just knowing where to be when and with who isn’t enough. Yes, your calendar can keep track of all that for you, and even remind you when to get going. Yet the tough stewardship challenge has to do with those meetings that sometimes fill it. I won’t dive into a list of all the meeting management or prep tips that are out there. Perhaps another day. Today I want to just offer up one little one that can make a world of difference in making your meetings more efficient — calendar attachments.
Be very careful, then, how you live—not as unwise but as wise, making the most of every opportunity…
Most digital calendar tools allow you to attach documents to individual events. For example, Google Calendar, under the “more options” button in the create event window, allows the upload of almost any kind of document or links to Google Docs right into the meeting entry. Where I’ve found this to be particularly useful is for meeting agendas, reports or other documents that I know I’ll want “at the ready” in prep for or actually during the meeting. I don’t want to have to hunt around different file folders, emails or cloud services for relevant meeting materials. Having to look in only one place, i.e. your calendar entry, is a huge time-saver and stress reliever. If you “invite” or “share” the meeting with other attendees, they too would have access to the same meeting materials. You can even update this over time as more materials become available, avoiding the dreaded string of emails that are sometimes necessary to get everybody all the stuff. If a document get’s updated, especially if it’s a Google Doc, then everybody is going to be able to grab the latest copy just by opening the meeting invite/entry. Sweet.
I recorded a quick 3 minute demo of how this is done in Google Calendar. If you aren’t into Google Calendar, just check whatever tool you use for similar functionality.