5 Ways to Optimize Your Google Calendar (Including a Script That Auto-Colorizes Events!)
As artists, we often juggle multiple projects, exhibitions, studio time, and daily life—all of which compete for space in our calendars. Google Calendar can be a great tool to keep it all organized, but there are ways to make it even smarter, more visual, and easier to use.
Recently, I coded a small Google Script that automatically colorizes my events based on keywords. For example, anything with the word meeting turns blue, studio turns green, and deadline turns red. The result? My calendar now tells a story at a glance—no more endless blocks of grey text. If you’re someone who loves visuals and clarity, automation like this can make a big difference.
Here are a few more ways to optimize your Google Calendar and make it truly work for you:
1. Use Multiple Calendars for Different Parts of Your Life
Instead of keeping everything in one color-coded mess, create separate calendars—one for your art practice, one for admin tasks, and one for personal events. You can toggle them on and off depending on what you want to focus on that day.
2. Set Up Default Notifications
Missing deadlines or calls? You can customize default notifications so that every new event automatically reminds you ahead of time. Artists often forget this step, but it can save you from the “oops” moments.
3. Add Emoji to Your Event Titles
It may sound small, but using 🌿 for studio time, 💬 for meetings, or 💻 for tech work can make your week instantly more readable—especially if you’re a visual thinker.
4. Integrate Tasks and Reminders
If you use Google Tasks, you can see your to-do list right inside your calendar. This helps you plan studio time around administrative deadlines or grant due dates without switching tabs.
5. Automate with Google Scripts or Add-ons
That color-coding script I mentioned is just the beginning. Google Apps Script lets you automate repetitive tasks—like moving past events to an archive, or syncing deadlines from a spreadsheet. Even if you’re not a coder, simple scripts can be copied and customized with a few tweaks.
If this kind of automation sounds exciting but intimidating, you’re not alone. Artists often tell me they want their tech to work better but aren’t sure where to start. That’s exactly why I started Technology for Artists—to help creative people use tools like Google Workspace, backup systems, and cloud software more effectively.
Want help streamlining your own workflow?
Book a free 30-minute consultation and let’s make your digital life a little more colorful—literally.