How a Colour-Coded Calendar Changed the Way I Lead and Live

Dear Reader

Years ago, as a new CEO, I stumbled into a habit that ended up being one of my most valuable leadership tools.

It wasn't a new strategy framework or a piece of software. It was my calendar.

More specifically a colour-coded calendar.

When I first became CEO - like many internal appointments - I spent too much time in my comfort zone of operational oversight. I knew I needed to change the balance, so I started mapping my time into clear categories.

People | Culture | Leadership development
Strategy & Planning
Fundraising & External relations
Board & Governance
Organisational learning & Renewal
Operational oversight

Every meeting, trip, piece of work had a colour. And every quarter, I'd step back and look at the whole picture:

Was I spending time where it mattered most?

Was I getting pulled too far into urgent details?

What needed to shift in the next quarter?

It evolved, when a board member asked me:

"What brings you energy?" and more importantly, "How do you make sure you prioritise time for it?"

That became part of my review process too.

It wasn't perfect, but it forced me to lead with intention, not just react to what came in.

It even became a bit of a thing. Just recently, I ran into an old colleague who grinned when he saw my laptop screen: "Still colour coding, I see".

And he's right. I am.

But now, running Volante, my calendar looks different. The categories have shifted:

Business Development
Paid Client Work
Product & Service Design
Content Creation
Learning & Renewal

What hasn't change is the discipline.

Even now, I block important things months ahead but it is different - there is less known ahead - but I am still ensuring I set personal priorities too: holiday, time in the UK, and daily exercise, lunch breaks and time before evening calls and even walking the dog! - they all get scheduled in. Because if it's not in the calendar, it usually doesn't happen.

Planning isn't about control - it's about intention.

It's about making sure the things that matter most actually happen.

And that includes rest, focus and building something sustainable - not just staying busy.

I'd love to hear your thoughts - just hit reply.

Warmly,
Liz
Strategic Advisor | Former CEO | Founder, Volante

Based in Kenya, available globally

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