A shared calendar system can help you and your team stay organized, communicate effectively, and manage your time and tasks. Whether you work remotely or in the same office, a shared calendar system can streamline your workflows and reduce confusion and conflicts. In this article, you will learn how to create and maintain a shared calendar system using some simple tips and tools.
The first step to creating a shared calendar system is to choose a platform that suits your needs and preferences. There are many options available, such as Google Calendar, Outlook, iCloud, or Calendly. You should consider factors such as compatibility, accessibility, security, and features when selecting a platform. Ideally, you want a platform that allows you to sync your calendars across different devices, share them with your team members, and integrate them with other apps and tools.
Excel spreadsheet is a great tool for timetables and can be emailed easily. You can embed other documents and link other files that are relevant. It can be attached to a invite and form part of an agenda.
Once you have chosen a platform, you need to set up your calendars and customize them to your liking. You can create different calendars for different purposes, such as personal, work, project, or team calendars. You can also color-code, label, or categorize your calendars to make them easier to identify and manage. You should also decide on the level of detail and visibility you want for each calendar, and adjust the settings accordingly. For example, you can choose to show or hide certain calendars, or share them with specific people or groups.
The next step is to invite your team members and collaborators to your shared calendar system. You can do this by sending them an invitation link, email, or code, depending on the platform you use. You should also explain the purpose and rules of the shared calendar system, and how to use it effectively. For example, you can assign roles and permissions, establish norms and expectations, and agree on a common format and language for creating and updating events and tasks.
To make the most of your shared calendar system, you should sync and integrate it with other apps and tools that you use regularly. This can help you automate and streamline your workflows, and avoid duplication and inconsistency. For example, you can sync your shared calendar with your email, CRM, project management, or communication apps, and use features such as reminders, notifications, or auto-scheduling. You can also use third-party tools or plugins to enhance your shared calendar system, such as Zapier, IFTTT, or Boomerang.
Finally, you should review and update your shared calendar system regularly to keep it accurate and relevant. You should check your calendars for any errors, conflicts, or changes, and make the necessary adjustments. You should also communicate with your team members and collaborators about any updates or feedback, and resolve any issues or concerns. You can use tools such as polls, surveys, or analytics to evaluate the performance and satisfaction of your shared calendar system, and make improvements as needed.
Google Workspace from Spreadsheets to Calendar and Google Meet really helpful, but dont we forget to remind our team via any platform (slack, whatsapp, or even text or call) just make sure they know theres something on that day ??