Making Categories in a Shared Calendar
A shared calendar is a great tool for keeping track of group meetings, outings, and other agenda items, but if people simply add random items without any context or organization, then it can quickly become a chaotic hodgepodge of random items. Therefore, when using these tools, one of the most important best practices to follow is creating categories for various events. Most shared calendar software enables you to easily create separate categories at the click of a button, so once you know how to effectively make them, your calendars will stay neat and organized for all users.
How to Categorize an Event in a Shared Calendar
If you’re using a program like Microsoft Outlook in your office, chances are that your manager has already set up a system for keeping track of different items that you’ll add to your calendar. However, if you’re new to setting up these kinds of organization tools, follow these basic guidelines to ensure that you properly set up a system of categorization for your home, office, or other groups.
Creating a Basic Set of Categories
As you begin to set it up, you should create set categories relevant to its purpose. For example, if you’re creating one for business, then you may want to add categories like meetings, trainings, or lunches. While you may not be able to anticipate all of the categories that you will need, you should always set a few initial ones to ensure that you stay organized.
Taking Advantage of Advanced Features
On more advanced apps like Outlook, you can take advantage of customized notification settings, filtering, and other options. In Microsoft Outlook, for example, you can receive prompts to create events from email chains. Some of these options can be automatically selected for particular categories, so you should be sure to set them when you create all categories.
Categorizing an Event After You Add It
If you added something without categorizing it, then you should always go back and put it into the proper category. To do so, you can click on the item and edit it, which allows you to select the proper category.
Tips for Categorizing
Once you’ve learned the basics of creating categories, you should keep in mind these tips and tricks for ensuring your categories help you make the most of this organization tool.
In general, you should set basic guidelines for how different items should be categorized. Make sure your team knows what constitutes a meeting and what could be considered a group outing in order to avoid confusion.
Color Coding is Key
Assigning different colors to different event types allows users to quickly discern various agenda items that impact them. If a manager is trying to get an outlook on meetings for the week, for example, then they can easily scan for that category’s particular color.
Carefully Use Your Miscellaneous Category
Having a “miscellaneous” option is necessary – sometimes, a random item just doesn’t fit neatly into any category. However, you should ensure that you do not rely too heavily on default and miscellaneous options and negate the usefulness of the other categories.
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