Effective calendar management isn’t just about scheduling meetings. It’s about creating a workflow that maximizes focus, reduces distractions, and drives meaningful results.

One simple impactful adjustment is shifting most meetings to the second week of a 2-week sprint. This approach empowers teams to work smarter and achieve more.

🚀 Focus First: Code, Then Test and Refine

By dedicating the first week of the sprint to deep, uninterrupted work, developers can fully focus on complex tasks without the constant context-switching that meetings often bring. Here’s how this structure benefits the team:

More productive Week 1: Developers can prioritize coding, leading to higher-quality deliverables and increased velocity.

Streamlined Week 2: QA/testing and refinement take center stage, ensuring that work from Week 1 is polished and ready for release.

Built-in buffer time: By considering the sprint “end” 2-3 days before the actual deadline, teams have time for side projects, technical improvements, or bug fixes from earlier in the sprint.

📝 Backlog Refinement Close to Planning

Scheduling backlog refinement 2 days before sprint planning ensures that tickets are reviewed with the latest requirements and context. This timing keeps discussions fresh and actionable. Additionally:

If backlog refinement falls on a public holiday, it’s easy to shift it by a day without disrupting sprint preparation.

This flexibility ensures that planning remains smooth and efficient, even during unpredictable schedules.

🌟 Why This Works

This calendar strategy creates a rhythm that balances focused work with collaboration, helping teams deliver better results while reducing stress. It also builds in flexibility for holidays or unexpected changes, ensuring no sprint is derailed by last-minute adjustments.

I leave you with an interesting article for some calendar management best practices:

https://www.meetrecord.com/blog/calendar-management-best-practices