Hybrid Calendaring: Paper and digital calendars unite!

Each Friday afternoon, I plan for the following week.

Friday afternoons are usually unproductive, and planning requires little effort and offers a huge boost to productivity.

I started this when my kids were younger. Back then, I’d often find conflicts, like the Kindergarten Halloween Parade smack in the middle of a staff meeting.

By planning at the end of the week, I gave myself time to pull a quick switcheroo and avoid last-minute chaos.

So, why use both digital and paper calendars?

  • Digital calendars are essential for capturing all the work and life events that arrive electronically.
  • Paper planners help me visualize my schedule better.
    • For instance, in a digital calendar, “give dog heartworm” takes up the same half-hour slot as “interview candidate.” This makes my days look crowded and busier than they really are.
    • Paper lets me see the true flow of time.

So here’s my exact process:

  1. Friday Planning:
    • Flipping to the blank spread for the next week, I write in all meetings and events from the digital calendar.
  2. My paper planner stays blank until the Friday before, so I’m capturing the next week in one swoop.
    • This makes it easier to spot conflicts early and gives me time to resolve them.
  3. Paper Planner = Place of Truth:
    • Once the week begins, my paper planner becomes my go-to schedule.
    • If new meetings pop up in my digital calendar, I make sure to jot them down in the planner too.
  4. How I Organize My Paper Planner:
    • For meetings, I draw a large box around the block of time to visually represent its length.
    • For tasks that need to happen on a specific day but lack a set time (like “check in with Sally”), I draw an oval.
    • I add a few to-do list items each day to remind myself of important tasks. In front of those I draw a [ ] (checkbox).
Photo of Paige's planner showing meetings and to-dos

Don’t get hung up on the “perfect planner” – choose one you like and don’t look back.

I prefer one with a two-page weekly spread because it lets me see the entire week at a glance. But this method works with any format.

If you’re a “paper person” in a digital world, this hybrid approach might be just what you need to stay organized.

How do you plan your weeks? Share your process in the comments—I’d love to hear!