Perspectives Blog

Are you a user researcher? Want quick, powerful insights? Then ask your participant to share their work calendar. Or, if you’re building a consumer service that intersects with home and family life, ask to see how they manage their personal calendar(s), including family member's calendars.

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In the work context, there’s value in asking “What’s on your calendar this week?” This seemingly simple inquiry can provide profound insights into how people spend their time, their priorities, and even their overall engagement in their work. Plus, you can get insight into the company’s culture and company organization chart (including the formal vs informal org charts). Let’s get into some of the power of this particular question in user interviews — how it can unlock valuable information to help you better understand and assist your users.

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What you’ll learn:

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Uncovering How They Spend Their Time

One of the primary benefits of asking about someone’s calendar is gaining a comprehensive understanding of how they spend their time. By exploring their actual scheduled activities and commitments, you can identify patterns and trends in their daily routine. This is far more helpful than getting an idealized list of their responsibilities and priorities. Are they primarily focused on near-term efforts or are they able to allocate time for professional development? Does the company’s culture allow them to add personal appointments, hobbies, or self-care?

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Reveals the org chart (and informal social network)

Jumping off from the calendar events they share, ask questions about their team and reporting structure. Who do they report to? How many direct reports do they have? Who are their peers at the company?

Given what participants share, probe them about engagements with other teams inside the company and, in contrast, their work with others outside of their company.

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Gauging Independent Work vs Collaborative Engagement

By exploring someone’s calendar, you can gauge their level of social engagement. Are they frequently scheduling social activities, such as meetings, events, or gatherings? Or does their calendar primarily consist of individual-focused tasks? This insight helps you better understand their social needs and preferences, and plan for the role that a new or improved system could play.

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Revealing Personal Priorities

A person’s calendar provides valuable clues about their priorities and what they hold dear. By analyzing the allocation of their time, you can decipher the activities they deem most important. Does their calendar focus on family, career, personal growth, leisure, or a combination of these? This understanding allows you to align your products or services with their priorities, offering tailored solutions that address their specific needs and aspirations.

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Some follow up questions that might make sense:
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Gaining Deeper Insights into Their Identity

A person’s calendar serves as a window into their identity and can provide a more profound sense of who they are as individuals. Even a brief glimpse at their schedule can reveal their interests, obligations, and overall life experiences. For instance, if they have regular commitments related to volunteering or community involvement, it indicates their values and commitment to social causes.

One valuable aspect about observing a real and current calendar week is that the participant’s behaviors and identities will be better documented. Instead of telling you about an idealized self that makes time for volunteer activities, or makes time for her direct reports each week, you’ll see what they really do and plan for.

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Assessing Organizational Skills

Asking about someone’s calendar helps evaluate their organizational skills and habits. Are they highly organized, with well-structured and color-coded schedules? Or do they rely on more spontaneous arrangements? Their approach to managing their calendar provides valuable insights into their ability to prioritize and plan their time effectively. This information is crucial for designing user experiences that align with their organizational preferences and offer intuitive solutions.

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Analyzing Analog vs. Digital Preferences

In today’s digital age, the choice between analog and digital calendars can reveal interesting insights about an individual. Some users may prefer traditional paper planners, relishing the tactile experience of writing and flipping through pages. Others may opt for digital calendars, leveraging the convenience of reminders, synchronization, and accessibility across devices. Understanding their preference enables you to provide user-friendly solutions that cater to their specific technological inclinations.

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Evaluating Calendar Adherence

Another aspect illuminated by someone’s calendar is their adherence to their scheduled commitments. Do they faithfully follow their calendar, or do they frequently deviate from it? Assessing their ability to stick to their planned activities can indicate their discipline, time management skills, and reliability. This information is particularly pertinent for designing products or services that require user commitment and consistency.

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Assessing Spontaneity versus Routine

A person’s calendar can shed light on their inclination towards spontaneity or routine. Some individuals thrive on flexibility, embracing last-minute changes and impromptu plans. Others prefer a structured and predictable schedule, relying on routines to maintain productivity. Understanding this aspect of their work-style or lifestyle helps you tailor your offerings to accommodate their needs,  creating user experiences that fit into existing routines and habits.

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Evaluating Physical Health Considerations

For individuals who schedule their physical health-related activities, their calendars can provide valuable information about their well-being and self-care practices. Whether it’s regular exercise sessions, medical appointments, or dedicated time for relaxation, these entries offer insight into their commitment to maintaining physical health. Understanding their health-related priorities allows you to develop user-centric solutions that support their well-being and provide relevant resources.

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Identifying and Addressing Limitations

By delving into someone’s calendar, you can gain a better understanding of any limitations or challenges they may be facing. Are there any time conflicts or overlaps that hinder their productivity or well-being? Is there an apparent lack of balance or gaps in their schedule that may be affecting their overall satisfaction? By identifying these issues, you can offer targeted solutions and support to help them overcome their challenges and improve their overall user experience.

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Conclusion

Asking the question, “What’s on your calendar this week?” during user interviews holds significant value. It allows you to uncover valuable insights into how individuals spend their time, their organizational skills, priorities, and overall well-being. By understanding these aspects, you can create user experiences that align with their needs, offer relevant solutions, and foster meaningful connections. So, the next time you conduct user interviews, remember the power of this simple question and the wealth of knowledge it can unlock.

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Reference:

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One CEO’s Approach to Managing His Calendar - Daniel McGinn and Sarah Higgins - Harvard Business Review. July-August 2018.

https://hbr.org/2018/07/one-ceos-approach-to-managing-his-calendar?ab=at_art_art_1x4_s03

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