Save Time & Frustration with this Calendar Reminder Hack

With the automated calendar reminder apps on our devices... our Apple calendar reminders, Google calendar reminders, and other automated calendar reminder notifications... why does it seem like it actually takes longer to complete those task reminders? 

Discover how blending your calendar app with this quick and effective (and sometimes decorative) hack makes those ringing reminders a bit less stressful and more manageable.

Unlike alarms and reminders on your devices, this post introduces you to a perpetual calendar DIY reminder system providing not only the notification but the information literally at your fingertips for fulfilling the task in a timely manner without the clutter and chaos.

No more scavenger hunts for loose paperwork and locating files for contact (person) information and key notes for scheduling the call ... which is the crux of the time and frustration. Having abbreviated (or sometimes even complete) details of an upcoming event or task immediately addresses the number one cause of the procrastination of taking care of the task in an efficient and less stressful manner. ​

This perpetual calendar DIY reminder system is also referred to as a 12-month rolling system. We'll show you how easily this works later in this post.

Unlike a calendar reminder notification or alarm on our devices for a weekly meeting, info reminders are not typically part of your daily, weekly, or even monthly to-do lists. And more often than not, they involve scheduling which requires a lead time to complete. 

Some examples of great uses of info reminders include

• health appointments including health screenings, vaccinations, checkups, and pharmacy refills
• HVAC servicing (scheduled in the spring and fall)
• property tax payment (due dates)
• upcoming lease renewal
• seasonal property maintenance contracts
• health insurance cards
• gym membership renewals
• school or activity enrollment (like your bowling or your child's soccer league registration)
• weddings
• graduations
• trips or vacations
• ​an upcoming visit (from a friend or family)
• concert or sporting events where purchased or purchasing tickets need be done in advance
• an upcoming birth in the family

Estimated Time to Complete

Initial set-up which includes labeling folders takes up to 5 to 10 minutes. And because this is a "rolling" or perpetual calendar reminder system, you can build and fill in with reminders as you progress through the year taking less that 30 seconds to create and file (an info-reminder).​

Level of Difficulty

Very Easy

Estimated Cost

Varies. FREE up to $50. Any items you have already are cost savings. And I will provide varying cost options below based on your style and functional preference.

Items Needed

* When you buy something using affiliate links from this posts, we may earn an affiliate commission at no additional cost to you. Note: We only establish affiliate relationships and recommend products and services that we would actually use.

Hanging File Folders (4-7) 

Generic Hanging Folders

Multicolor Hanging Folders

 File Folders (12)

Generic File Folders

Multicolor File Folders

Foldable Clipboard Folder (1) 

Pen

Optional

Hanging Folder Box (1)... if not using an existing file drawer 

 Clear Portable File Box

Smaller Portable File Boxes 

Instructions

(Initially) Setup Info Reminder System

• Create monthly file folders (January through December). 
• Hang hanging folders in file box or file drawer… where you are setting up your rolling 12-month reminders. 
• Insert monthly files in hanging folders. Typically, I have 3 (monthly) file folders per hanging folder. ​

Again, because this is a "rolling" or perpetual calendar reminder system, you can build and fill in with reminders as you progress through the year. 

Create Info Reminders

Here's the difference maker, time saver, and procrastination buster!!!

Again, unlike a calendar reminder notification or alarm on our devices for a weekly meeting, info reminders are not typically part of your daily, weekly, or even monthly to-do lists. And more often than not, they involve scheduling which requires a lead time to complete.  

When dating reminders, it's important to consider the "lead-time" required to schedule your annual doctor's appointment... or dog's vet appointment to stay on schedule with her vaccinations. 

For example, Ms. Buttons' vaccinations come due in June. So I make a copy of the 1-2 page itemized bill with the for the annual vaccination(s),  write a date of May and the year when next due. This way I have ample lead time for scheduling her an appointment in June to keep her up-to-date with her vaccinations. 

This also applies to save-the-date announcements for say an upcoming graduation ceremony you want to attend. So if the ceremony is in mid May, you could label March or April allowing yourself ample time for taking time off work or finding a babysitter. And if travel is involved, you may label for February so you can easily book your travel arrangements before things get booked up.

Sample Reminders - How to label before filing

• For annual or seasonal renewals - Make copy of prior-year invoice or email. Write and circle date with month for filing and year for addressing 
• For regularly scheduled appointments (such as dental and health checkups). Make a copy of the prior-year's invoice or prescription script (for renewal) from the doctor. Write and circle date with month for filing and year for addressing. Reminders for a medical test you get every 2 years, follow the same steps.
• For payment reminders on specific dates throughout the year (such as property tax or quarterly estimated tax payments). Write and circle date on an attached post-it with month for filing and year for addressing. Keep any payment stubs and envelopes together to save time in taking care of a quick task.  
• For special save-the-date events like upcoming weddings, family reunions, concert tickets. Write and circle date on an attached with month for filing and year for addressing.

For renewals occurring every 2 years in September such as 24-month renewal for a domain name, I date the invoice August/"year due". 

We create an Apple calendar reminder for large and important preset automatic payments like twice-a-year auto insurance premium payments to ensure proper funds are available.

Load reminders

Once you created and labeled a reminder, it's time to drop the info reminder in the respective monthly file. Again, Ms. Buttons' info reminder for her annual vet appointment (for June) is placed in the May folder... as labeled on the invoice copy. 

Because this is a rolling or perpetual calendar DIY reminder, an info reminder for a 24-month domain name renewal in September would be filed in the August (or renewal month) file. ​

Access Info Reminders

A few days prior to the end of the month, I pull and empty the monthly file for the upcoming month. This allows time to check my computer calendar and plan for the upcoming month.

​​Each info-reminder is either

• moved to the bright-color "current month" desk folder on my desk with the details in front of me to take care of.​

Current Month Desk Folder for Info Reminders

• moved to the next month if makes more sense to address then. An invitation to a local wedding in late May (say May 25th) can be moved to the "May" file allowing ample time to purchase a wedding gift
• (re)filed in the month reminder folder if it's a 24-month info reminder (like the 24-month domain name renewal)
• removed from the rotation such as that registration info reminder for your bowling league that you are no longer participating in

Act Upon Info Reminders

Pulling from your colorful, current month desk folder, you can immediately of schedule when you're going to address these info reminders. Unlike using the alarms and reminders on your devices alone, you have the details literally at your fingertips for fulfilling tasks in a timely and less stressful manner.

Typically, I allow myself to take care of info reminder tasks within the first 10 days of the month (unless more time sensitive). This allows me to fit them into my everyday activities and responsibilities... giving them the time and attention they deserve to handle effectively when initially addressing them.  

And when the step or stage is completed, I make a note... file in the respective monthly folder for an appointment scheduled months in advance, in the bright, current month desk folder if awaiting a timely response, or otherwise file appropriately. 

An organized and functional home is a thing of beauty. Whether choosing stylish or practical items, have fun personalizing your info reminder system... putting the functional back into functional stylish living… in under an hour! 

And with the time you save... enjoy your next fun home DIY project!​