Why Your Calendar Is Setting You Up to Fail (And How to Fix It)
Raise your hand if you’ve ever stared at your Outlook calendar, stacked with back-to-back meetings and to-dos, feeling like you’re drowning in tasks—and still wondering why you’re behind schedule by noon.
Spoiler alert: It’s not just you. The truth is, most of us grossly underestimate how long things actually take.
The Myth of the Perfect Schedule
We love to plan, block, and color-code every minute of the day. But what if I told you that trying to schedule only work tasks without factoring in life’s “in-between” moments is a recipe for disaster?
Here’s the thing:
Commuting isn’t just “drive time.” It’s thinking time, transition time, sometimes even bathroom breaks.
A 50-minute Pilates class doesn’t just take 50 minutes - it’s 2 hours when you add driving, changing, showering, and cooling down.
Eating lunch, grabbing a coffee, a quick chat with a coworker, or even staring blankly at your screen to reboot your brain—those count as time.
Your Workday Is 8 Hours (Not 10+)
No matter how ambitious your to-do list is, your actual working hours don’t magically stretch beyond 8 hours (if you’re lucky). Trying to squeeze more in without honoring those human needs leads straight to overwhelm, burnout, and guilt.
Here’s How to Schedule Like a Human (Not a Robot)
1. Build in buffer times:
Add 10-15 minute “buffers” between meetings and tasks for reality-check moments. Use these for bathroom breaks, quick mental resets, or unexpected delays.
2. Block real time for activities:
If Pilates is 50 minutes, block 2 hours on your calendar. Be realistic about what it takes to get out the door, commute, and refresh yourself afterward.
3. Treat your commute as valuable thinking or transition time:
Instead of trying to “work” during your drive (which is unsafe), use this time to plan your day mentally, listen to audiobooks, or simply breathe.
4. Prioritize ruthlessly:
Stop trying to do it all. Look at your calendar and ask: What is truly most important? Focus your time and energy there.
The Power of Saying No
Here’s the hard truth: You can’t do everything, and trying to will only burn you out. Saying no isn’t about being negative or lazy—it’s about honoring your time and energy.
Saying no lets you:
Protect your mental space
Keep your schedule manageable
Focus deeply on what moves the needle for you personally and professionally
Avoid unnecessary stress and overwhelm
Practice saying no gracefully but firmly. Your time is one of your most valuable resources—treat it like it.
Check out my Realistic Scheduling Guide: Own Your Time Without Overwhelm
Your calendar should work for you - not against you. When you schedule with realism, respect your natural rhythms, and honor human needs like breaks and transitions, you’ll reduce overwhelm and increase your productivity - not by doing more, but by doing what truly matters.