The Ease of Hustle Podcast

56. The Wrong Question: What’s the Best Calendar to Use?

Tools of success can change from person to person depending on what is in alignment for them, that's something most of us can agree on. We can't attribute success to the tool itself. Just because it worked for someone else, doesn't mean that it will work for you. That leads us to question two of this season.

Since she was an undergrad, Lauren has been asked, “What's the best calendar to use?” In this episode, Lauren talks about this question, why it isn't a helpful question, and how Human Design can play a significant role in what tools are most effective for you.

What You'll Learn From This Episode:

  • Why the question isn't helpful
  • The key core concept in choosing the best tools for yourself
  • How Human Design can play a role
  • How to use the Self Coaching Model to think about the tool differently
  • Reasons why Lauren recommends a digital calendar or scheduler

Listen to the Full Episode:

56. The Wrong Question: What’s the Best Calendar to Use?

The Ease of Hustle with Lauren Cash

Featured On The Show:

*Disclaimer: As a ClickUp Affiliate I earn commissions from qualifying purchases from ClickUp.comRead more here.

Want the Replay?

The Time Inventory Lab

Do you want to optimize your limited hours to get what you want out of them?

Sign up now to watch this and The Time + Energy Audit: A Free 2-Day Workshop replay.

Full Episode Transcript:

Hey, you're listening to The Ease of Hustle, the podcast where limited time is the strategy and not the limitation. I'm your host Lauren Cash. In each episode, I'll guide you to effectively create your goals and intentions in life and business without burning yourself out, or making yourself sick.

Rather than doing things the way everyone else is I'll encourage you to embody your Human Design and Gene Keys or whatever else resonates for you personally, for a much more easeful, and magnetic experience. Are you ready to join the movement?

Today's episode makes me laugh because I've been getting asked this question since I was an undergrad. I've been time blocking since way back then, I used to even have the planners that I used to time block in back then, but I threw them all out when I became a minimalist. But actually, I've been on a time block schedule since before I can even remember.

I didn't even know this until this past year when my mom was going through old files when she was moving and sent me a photo of the schedule, she gave the person watching me for the first night when she was away from me as an infant. And it was completely time blocked out. So this has been heavily conditioned in me since I was a kid, but now I've become much more fluid and flexible with time blocking in the past few years. And I've played with having it be less rigid and more open and not every single minute planned out of every single day. That's not the point of a time block calendar. A lot of people think that it is, and that it has to be super jam-packed.

No, you're just being intentional about the time that you already have. You'd already be existing in a time block, whether you're thinking about that or not, you can have plenty of white space as people like to say, or free time and not have anything on the calendar and many hours of the weeks or the days, and still use a time block, block calendar.

But I keep getting asked what is the best calendar to use? And then people will ask me, can I use a physical calendar? Does it have to be a digital calendar? So today we're going to talk about why asking which calendar to use isn't a helpful question, but then I'm gonna give you a little bit of a plot twist in this one, because I'm not gonna fully just so focus on teaching you why the question maybe is wrong.

But I'm gonna give you what my actual answer is, as well as why it's not the most helpful question to ask. So this will give you a resource to go back to. And when I keep getting asked by other people, I can refer them to this podcast episode. So without further ado, let's us dive in. So asking this question, asking what is the best calendar tool to use?

Is attributing the success to the tool itself. The tool that we use itself doesn't make something work for us. It doesn't mean that that tool, because it even worked for somebody else is going to work for us, which that happens all of the time, especially in the coaching industry, we sell you something like maybe a marketing strategy that worked for us.

But then you're trying to do it and apply it. And it's not working for you. It doesn't mean that you are wrong or there's something wrong with you, or you're not doing the tool correctly. It might just be that that tool is not, I would love to tie it into Human Design and gene keys, of course. Right? It might just mean it's not the best use of your energetics.

Maybe there's something, some other marketing approach that would be more in alignment with your specific design. For example, I'm thinking about in my design. I can do Facebook ads. It's not like I cannot do Facebook ads and I probably will do them at some point, who knows. But doing Facebook ads isn't going to necessarily be the first thing we think of doing for my design.

If we just look at my profile. So I have a two, four profile in Human Design and that fourth line. Is really network. So my, if you've ever heard that quote, your net worth is in your network, that's really about a fourth line. So people that I work with, usually they're people that I already have relationships with I've gone deeply with, or they know me through somebody who knows me.

So if a lot of you have found me through The Life Coach School and Monday Hour One, you already got to know me in those settings. And you are essentially being referred to me by Brooke Castillo. And that's a very fourth-line thing. So for me, if I focus in and hone in on referrals, building relationships, networking, getting exposure to new types of people, new areas of interest like human design and expanding my community, having multiple communities and having this network of people who know me.

That will probably be more successful for me, especially if I want just something to focus on than if I were to just do Facebook ads to more cold audiences of people that don't really know me. I still want to grow that area in my business, but to start, it is helpful to just focus on what is more aligned with my design.

And then I can play with how could I make maybe Facebook ads or something a little more fourth-line vibes. Just using them more on people who already are aware of me or people who know people that are aware of me and keeping it a little bit more of a warmer audience. So anyway, taking this back to what we're talking about with the calendar, whatever the tool is that you use for your calendar.

The one that is going to work is going to be the one that you believe works for you. That's the core key concept. I want you to understand whatever you think is going to work will be the one that works and then we get to play with, and which one seems to go with your design, your personality, what flows best for you?

How can you use that tool in alignment with your human design chart? How can you use that calendar in a way that's flexible? Maybe you don't do it the way. You saw it done in Monday Hour One, but you do it in a very different way that works for you, that we customize together. That is more in alignment with your design.

So even if there's a tool that we think is not working for us, we also might be able to adjust that tool in a way that will work for us. So being careful not to throw the baby out with the bath water. We want to use the self coaching model to think about the tool differently. If we really wanna use the tool and then we can also use our human design to find ways in which to alter the tool that will work for us more easefully.

So if we think about the self coaching model, and if you don't know that you can go back into the very beginning of The Ease of Hustle, I go through each of the lines of the self coaching model. That's the modality that I use from the life coach school to coach, but it says there's a circumstance. There is something that is objective that we then are observing and having a thought about that.

So if we're using the calendar here, it's like the specific calendar tool, or even just time blocking itself, we could put in the C line. And then what do we think about time blocking or what do we think about the tool that we're using? So here we might be thinking this doesn't really work. This isn't really helpful, or this doesn't work for me, something like that.

And then from that T line from our thought. We, when we think that thought we have a feeling in our bodies, so, what is the one word feeling of the, uh, descriptor of that vibration in our body that we want to give that feeling that we feel when we think that thought. So let's say this doesn't really work for me.

So maybe when you think this doesn't really work for me, you feel discouraged. And when you're feeling discouraged, how are you with that particular calendaring tool? Or calendaring approach. You're probably not going to use it as much. You'll probably avoid it. You probably won't find the ways in which it does work for you because you're thinking it won't work for me.

And I'm feeling discouraged. You skip using it. You don't find ways in which it can work for you. You don't look for those ways. You're not strategic about applying it to your particular life for business. Um, you don't play with it. You don't experiment with different ways that it could work for you. You just keep trying to do it the one way that somebody taught you. 

You blame yourself that there's something thinking like there's something wrong with you, but here in the action line, like what we're doing and not doing it, that's what comes from how we're feeling. So we're doing things like that. And then from that, of course, that calendar concept of time blocking, or that calendar itself, the tool.

Doesn't work like you don't, you don't get out of the calendar, what you wanna get out of it, or you're not creating the results you wanna create out of the calendar, the calendaring that you're doing. Also, another thing in that action line is that you're not focusing on the actual results, getting what you like, the intentionality of result creation that you want to get out of that calendar. 

When you're thinking this doesn't really work for me and you're discouraged, then all of the attention is kind of going towards this. Like, something's wrong with me? Something's wrong with this tool. I need to figure out this tool rather than on actually creating the result, utilizing the tool so that your attention shifts to issues with the tool and solving the tool thing.

Rather than on what the tool is actually meant to serve. So that's why asking what calendar do you use? Isn't the most useful question, but now let's go into, “Okay. Yes. It's not the use most useful question. And yet I do still believe that there are really helpful ways in which to use a calendar.”

That will be more efficient and more effective for you than other ways of calendaring. I've seen people do all sorts of things and some of it does work for people, but I think they add on a lot of extra time and energy and effort than really is necessary. And I used to do the same thing myself. So back in the day, I mean, not even that far back in the day, I think even.

Like 2018, I think is when I transitioned to be fully digital calendar and project management. But back then I was doing a hybrid. So I did a hybrid for a really long time because. That's around the time when calendar events were coming onto the scene, there were starting to be some digital calendar aspects, but it wasn't as heavy as it is now.

And I definitely, I wasn't in the world of online business either where we're sending calendar events to each other all of the time. So I was doing the hybrid thing and that actually. I thought was super effective at the time. Like, I really liked my reasons for writing things down and writing them out in my planner.

I tried so many different planners. I had all these beautiful, different ones. I loved, you know, the stickers and the decorating and the gel pens and collecting different pens and highlighters. And all of that was really fun for me. But in the end, it wasn't really serving me very well because I was trying to straddle this digital calendar and this physical calendar, and I would have to cross-reference them. Maybe I would even mess something up in the physical calendar from the digital calendar. I was always having to review both and it was just really hard and relying mostly on a physical planner. Does not give you a lot of the pros that digital gives you.

So I wanna give you a list if you're still not sold on why you wanna use a digital, digital calendar or schedule. I wanna give you a bunch of reasons why I highly recommend converting to fully digital. First of all, having everything in one place on one platform. Is huge. You're not having to split your focus.

You're not having to look at multiple things in order to plan or in order to know what you're doing for the day. It's just so much more cohesive and streamlined. But also it's always with you. So pretty much, all of us now have a smartphone with us at all times. we hopefully take breaks from it at some times, but for the most part, everybody has a smartphone with them all the time.

Actually earlier this year, I didn't experiment where I tried to not have a smartphone. And I think I only lasted like two, two weeks or so? I tried to have a dumb phone or like, it was actually a really cool dumb phone, but it was so hard to live in this day and age without one, every pretty much like every service and business and thing that you're gonna do assumes that you have a smartphone.

So anyway, I have lots of thoughts about that, but we won't go down that tangent. Needless to say the pros of having a digital calendar that syncs with your, you know, all of your devices is awesome because you'll always have your calendar with you. Number two, is that it syncs with invites. So you can collaborate with other people and share the invite with each other.

And this decreases problems with time zones. Messing up the times, not knowing where the zoom link is. It communicates much more quickly than back and forth email. This also relates to my next one, which is your team can help manage your calendar. When you grow your business and have a team, you can share it with them.

And if you have everything on your calendar, then they're able to see it all. If you had some of it in a physical planner or somewhere else, they might not be able to fully help manage your calendar. And you also can share a digital calendar with others. So maybe there's part one of your calendar. I call it like a calendar layer, but it's just a different calendar.

Um, you can share one with others, share, have one that's just private with yourself, but it all can overlay and integrate with each other. Having a digital calendar helps you integrate with scheduling platforms. So I highly recommend if you're not already using a scheduling platform like Acuity or Calendly, or there's some other newer ones out there.

If you're not using one of those right now to schedule with people do it. it cuts down on this back and forth. When are you available? When are you available? Oh, wait, I'm actually not free then. Wait, what time zone are you in? And what's whose link do we wanna use? It's just a nightmare. And I can't believe that those kinds of conversations are still going on.

I still am in email threads where that's happening and I just really wish everyone would be using a scheduling platform to schedule all of their meetings. It would just be so much easier, such a projector thing of me to say, but it's my podcast. And I'm telling you why I like digital. So here you go. Next is, it contains all of the details of the event.

So if you had that physical planner, maybe you wouldn't have like the Zoom, uh, link written down there, or the Zoom ID or the address, like when you have it all in the digital calendar, you can just. Open your phone op like, let's say you're going somewhere new, you're going to, I don't know a new Periodontist, which I'm gonna need to go to soon.

So you're going to a Periodontist and you're opening to the calendar event today. You just tap it and you tap the address. That's already in there because you were an awesome assistant to yourself, or you have an amazing assistant that had it in there for you, you tap that. It goes to your maps and you have directions to where you're gonna go.

It's magical. Just think about the days where we used to have to look at just, I mean, just a map, in general, to figure out where we're going or the next step of like printing out map quest do you remember those days so nice that we don't have to do that anymore or put it into that like giant, weird GPS thing on our dashboard.

Digital calendar is also awesome because your programs that you're in, like my programs, I have, um, this, I have this platform that I use called ad event, and we add all of the call times and all of the Zoom link info. So that you can have a one-click add to your calendar. So you don't have to enter in all of the coaching calls yourself into the calendar.

You can just click and add, and you don't have to copy and paste the zoom links for yourself. You already know that the time zone stuff is taken care of. It's super nice. You also can have on a digital calendar, multiple calendar layers that you can turn on and off. So I do this, I actually, I use two different accounts for my calendars.

And then within those accounts, I have different calendars. So I use one account for my personal life. I use one account for business life, and that's the same for my email. I teach that in my email course, how to keep those separate and why I really like keeping those separate. And then in my business, I have like the main calendar layer that all of my client sessions get scheduled to all of my live events, get scheduled to things that I would, when I'm working with an assistant, they can see all of that.

Then I have another layer that's called Calendly blocks. So that calendar is just one where I can, if I wanna block off time really quickly. On my calendar so that nobody can schedule over it. And I don't have to like go in and modify Calendly for a specific day. I just go ahead and block it off on my calendar.

Then I have a company calendar. I have my time block calendar. So my time block calendar is separate from like my main calendar. And I really love that I do that because then I can shift my time blocks around. What ends up getting booked in on my main calendar. And then also I don't have to share all of the nitty-gritty details of what I'm getting done with other people.

I can just share that other calendar with them. And I do a similar thing on the personal side. So that's what I love about digital calendars.

Hey, I hope you're loving the episode. I just had to interrupt to invite you to a free class. That's coming up on July 19th. It's called the Time Inventory Lab. I'm going to teach you the first step that you need to know in order to optimize your limited hours and get what you actually want out of them.

I hope that you'll join me. Grab your seat by going to And I will see you there.

I also find that it's so, so nice and easy to have recurring time blocks, already set on my calendar. And then when I'm just planning my week, I can just drag and shift them and enter in more details into the, uh, description or the notes of the event, rather than having to like write in every single week, the same exact thing over and over again.

And also you can easily copy and paste things so I can easily copy and paste from maybe I'm chatting with a team member or from an email I can just copy and paste it into the calendar. I don't have to hand write it in at all. So that's why I really recommend using a digital calendar. And the actual tool that I use is BusyCal.

Corinne Crabtree actually told me about BusyCal back in the day, and I really like it. So it's a calendar client, like an email client. So like if you use apple mail or some other platform like that, you view your email through. So I use, um, Missive with my team, but that's just like the lens by which you're looking at your email through.

So I don't go like on the browser and look at Gmail and look at my email from the browser. I go to my email client, or maybe you use apple mail or whatever. Like that BusyCal is just sort of like the lens by which you're looking at your calendar through. It's not the calendar itself. So you can, it integrates with Google or iCalendar anything that you want to integrate your calendar.

Like whichever calendar platform you use, BusyCal, most likely you can see it through that. I also like it because back in the day I used to have an iCal and a Google calendar. One was for personal one was for work, but I could see it all in the same calendar platform and not have to like look at different apps.

And then there are a lot of awesome features with BusyCal the app itself. So like on the desktop, I can easily scroll through the weeks without having to click. There's just like this scroll feature ongoing. Let's see, like left to right on the mouse itself. So I'm not having to click, which is super nice.

And then I just find navigating the time block, time blocks themselves and adding new time blocks is a lot faster of a user experience than using Google calendar itself. The views that are available are a lot nicer, a lot cleaner. They're just, and you can toggle between time zones in a way that you can't do on Google calendar.

There are a lot of cool features in BusyCal. So I currently have Google calendars, despite my dislike for Google. I have Google calendars, um, integrated inside of BusyCal. So I highly recommend that I am not an affiliate. They have not paid me, but I really like BusyCal and highly recommend checking them out if you're interested.

And you can integrate that with whatever calendar platform you use.

To wrap up.

Our minds often go to wanting to know the tools that successful people are using. We're thinking often that the tools themselves are what make them successful. Like, think about the artist. We wanna know what paint do you, you use? What brushes do you use or the photographer? What camera or what film back in the day do you use, but it's really not those things that make them successful.

There are so many other mindsets and skills and practices that make them what they are, and what the cherry on the top is, is just the tool itself. So same thing with your calendaring. Like you can be an incredibly effective planner, an executor and utilizer of your energetic resources without a digital calendar.

But if we've honed everything else in and we want the next cutting edge, I'd recommend, okay. Let's start to hone in those tools more. So even though you think the tools will make you more effective, it always starts with what you think, what you believe about the tools and yourself and how those fit into how you're living out your unique human design and how that works with your uniqueness.

If you do want to try the tools I use, I gave you those too. So what I recommend is checking out BusyCal using a Google calendar or an iCal calendar, or really any calendar that you want that busy Cal laying over top of that.

And then utilizing only a digital calendar. So get rid of any physical calendar that you're using. And then if you still want a project management tool that you're using in conjunction with your calendar, that becomes really helpful, especially when you're working with a team. I use ClickUp and I do have an affiliate link for that in the show notes for you.

So you can utilize BusyCal, ClickUp, and then throw away any additional paper that you have and begin time blocking. Let me know how they work for you. And if you want more specific step-by-step help with your calendar set up on Instagram, you can find me @thelaurencash. That's T H E L A U R E N C A S H and I'll see you there.

Thank you so much as always for joining me on the ease of hustle. If you liked this episode, please share it with somebody who you think needs to hear it. And it would also be so amazing if you rated the show and left a review so that others, like you can enjoy it too. I'd love to connect with you on Instagram, you can find me @thelaurencash.

That's T H E L A U R E N C A S H. Shoot me a DM there. I'd love to chat. 

Until next time.

Enjoy the Show?

Don't miss an episode, listen on Spotify and follow via Apple Podcasts, Stitcher, or whereever you love to listen to podcasts.

More from The Ease of Hustle Podcast: