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Leverage a Digital Calendar

Learn how to keep on top of all your tasks, commitments, and priorities.

10 minutes to complete

The Why, How, and When of Using a Digital Calendar

The Why, How, and When of Using a Digital Calendar

You’re guaranteed to utilize your digital calendar more as you progress throughout your academic, professional, and personal journey!

Goodbye to only relying on your memory or a physical agenda 👋

📧 Using your preferred email platform, utilize its built-in calendar to seamlessly sync your online communications.

Google

Outlook

Yahoo

Apple

⏰ WHEN to utilize your digital calendar:

1) Block out your work and transportation hours during the weekdays.

Create a new series event (click on top left button “Create” then select “Event” OR click and drag your mouse on the desired time within start date).

1. Add title such as “Externship Work” or “Transportation/Drive” to account for hours where you’re in transit to and from the externship.
2. Select the start date and time frame such as 9am - 2pm or 8am - 9am/2pm - 3pm.
   
3. Select “Custom...” to repeat on M, T, W, T, F and ends on last day of externship such as May 22, 2024.
   
4. Add location of the externship.
   

2) Schedule ahead school-related, personal, and other events.

Create a new event (click on top left button “Create” then select “Event” OR click and drag your mouse on the desired time within date).

*Try to not have to miss or take off early from your externship whenever possible by rescheduling or not attending optional events*

1. Add title such as “Sports Practice” or “Doctor’s Appointment”.
2. Select the date and time frame such as 1pm - 2pm.
   
3. Add location of the event.
4. Add guests who should know about your schedule changes. This is a common practice in the workplace to ensure everyone is aware of and remembers your adjustments.
5. If it interferes with other commitments, adjust the other time blocks and notify (email/text) relevant individuals (e.g. teacher, supervisor, etc.) at least 2 weeks in advance or as soon as you know. Use this email template within “Day Off/Early-Release Request” toggle.
   

3) Adjust schedule to unexpected/last-minute circumstances.

Create a new event.

1. Add title such as “MaiLinh Out of Office (Sick)” or “MaiLinh Doctor’s Appointment”.
2. Select the date and time frame such as “All day” or 11am - 2pm.
   
3. Add guests who should know about your schedule changes. This is a common practice in the workplace to ensure everyone is aware of and remembers your adjustments.
4. Notify (email/text) relevant individuals (e.g. supervisor, teacher) at least 24 hours in advance or as soon as you know. Use this email template within “Day Off/Early-Release Request” toggle.
   

4) Schedule meetings with supervisor and/or team members.

Create a new event.

*Discuss with supervisor and/or team members about scheduling desired meetings at least 12 hours in advance or as soon as you can*

1. Add title such as “MaiLinh Exit Interview Lunch” or “Marketing Project Plan”.
2. Select the date and time frame such as 12pm - 1pm.
   
3. Add guests who are involved in the meeting, such as your supervisor and/or team members.
4. Add location if not meeting through video call.
   

5) Indicate deadlines for assigned tasks/projects.

Create a new event.

1. Add title such as “Internship Presentation Due” or “Market Analysis Task Due”.
2. Select the date and time frame such as 8:45am (start time is when to turn in) - 9am (end time is when it’s due).
   
3. Add description to indicate any requirements or turn in instructions, such as “Send to supervisor via email”.
4. If you need to extend a deadline, notify relevant individuals (e.g. supervisor, team members) at least 48 hours before deadline or as soon as you realize. Use this email template within “Task Deadline Extension” toggle.