Whether it’s the corporate world or your family, staying organized never hurts. And the most significant way to organize yourself is by using a shared calendar. Read It Again, and we’re talking about shared calendars and not just calendars. You can set events on a calendar and organize your entire month.
However, in a regular calendar, only you can view your schedule. And this is quite a problem. It’s the reason shared calendars are becoming popular. With a shared calendar, you can set your schedule and share it with your business partners and employees. It’s a more advanced and effective way of staying organized.
What are some benefits of using shared calendars?
You can reduce communication gaps and work efficiently.
Scheduling meetings and planning projects are no longer a hassle with shared calendars. Whether you’re in the office or not, you can still do everything. No one will no longer forget about meetings. You can view your employee’s schedules and set meetings accordingly.
Everyone can view everyone’s schedule. So, with a shared calendar, you won’t have to contact everyone personally. It’ll save you time, and everyone will know what everyone else is up to. This will effectively reduce the communication gap and improve efficiency.
You can save time and become more productive.
When it comes to organizing meetings, times clash. And it takes a lot of time to set an appointment that fits right for everyone. With shared calendars, you can cut to the chase.
Now, as you can view everyone’s schedule, you can find the right time instantly. This way, you can schedule or organize meetings quickly and focus time on more important things.
Assign tasks efficiently
If you assign tasks to your employees, shared calendars can help. You can view how your employees spend their time and what tasks they’re working on. You can also determine when they’re ready for new tasks. This way, you won’t have to move back and forth, asking for daily reports.
If your employees update their present status, you can get a brief overview of their day in seconds. This way, you can plan upcoming projects. If you just started your business, you would know how hard it is to manage everything at once.
Integrating a shared calendar in your company, in the beginning, is the best move to make. So, make sure to use a shared calendar.
What are the Dos and Don’ts you need to know while using a shared calendar?
Let’s talk about the things you should do:
Do: Choose a calendar that works on different platforms.
Make sure that your calendar works on android, iOS, and for web too. Otherwise, there’ll be a platform constraint for the users. And it will make the process more complicated rather than making it comfortable.
Do: Make use of customizations.
Most calendars offer customizations. So, make use of them. Customize the color or pattern, or the view according to what makes it more interactive. You can even tweak the subject lines of your invites, among other things.
Do: Make regular updates.
Let’s say you organized a meeting in the calendar for Monday morning. But suddenly something came up, and you want to cancel the meeting. So, make sure to update that in the calendar. Otherwise, it’ll waste other employees’ time. Updating regularly will motivate your employees to do the same.
Here are things you would want to avoid: –
Don’t: Never share personal or extra information.
Make sure that you keep private information private. Also, keep in mind to separate personal tasks from work. After all, you would not like to reveal your ‘candlelight dinner’ to your colleagues, right?
Don’t: Never share your calendar with someone on whom you don’t trust
A calendar can reveal a lot about you. Make sure only the ones you trust, like your family or close colleagues, have access to your calendar or events. Otherwise, you can put your privacy at risk.
Don’t: Avoid last-minute changes.
Even if something urgent comes up, you must avoid the last-minute changes. This can be quite annoying for your colleagues. Suppose the meeting is 8 hours later and you’re sleeping. Suddenly, your phone rings and the notification says,” the meeting is in 10 minutes” Won’t it be annoying. So, avoid doing this to anyone else.
Don’t: Avoid adding too much or no details in the events.
Make sure to keep the subject or explanation subtle. A few words can explain the message quite well. It’ll prevent cluttering and unnecessary confusion.
By now, it would be clear how beneficial can these shared calendars be. Whether you’ve just your business or you’re an old player, shared calendars can do wonders. There are several good methods using which you can exchange shared calendars and reap the benefits. So, do it now!