Home » Create Shared Calendars to Boost Productivity

Some shared calendars are colorful. Vividly highlighted blocks show which employee will be in meetings, which will be traveling, and which are working on joint or individual assignments.

Occasionally blocks of time will be labeled as ‘busy.’ Although other employees don’t always know what that means, there’s a level of respect that goes with that. Staff members don’t call at that time. They don’t knock on the door.

Paying attention to shared calendars is a mark of professional courtesy. The functionality of a calendar depends on the person using it. Watching for notifications of changes in a real-time shared calendar shows that the employee is trying to balance personal efforts with the work of others. These workers value the time of other professionals and expect them to communicate with each other as they work on joint projects.

Shared calendar best practices like these ones ease the management of large projects and fast-paced organizations.

Top Organizational Tools to Promote a Happy Work Environment

Organizational apps can significantly decrease stress in a work environment. Besides allowing those in leadership positions a quick overview of ongoing projects and shared responsibilities, a time management app can help employees stay on top of their personal workloads.

There are several great programs for organizing time and projects. Some of them are web-based and require an internet connection to view, and while others can be downloaded to personal devices and then shared later when the user is online again.

A software app that helps manage to-do lists is a top organization tool. So are shared calendars, in which members of a workgroup display their schedules. Many times the two tools are used in conjunction with each other. Group members using these tools can collaborate to create new products or find solutions to tough problems.

How Can a Company Create Friendly Shared Calendars?

Focusing on the needs of the company is a top priority. Consider the types of projects that need more than one hand to manage. What type of event will it be? Who will be involved? What is the timeline? How can it best be organized? How many people will be needed?

Shared calendars allow partners both in and out of an office to collaborate on joint projects one day at a time. Since shared calendars reduce scheduling conflicts, they also increase efficiency in an office setting. When synergy like this is created, morale skyrockets because every employee (even if he or she works from home) feels like a valued member of the team.

Here are some tips to help design shared calendars that everyone wants to use:

Make It Fun

Some shared calendars can have special categories for fun appointments, too—vacation time, after-work get-togethers, and uplifting conferences might top the list. Retirement parties can be included, too—click here for more information. What kind of entertaining event can you add to your shared calendars?

Make It Effective

Leaders who implement shared calendars should look them over often. Take notice of what’s working and what’s not. Get feedback from workgroup members, and guide new users so they understand how to use the system and how it can help them increase their personal productivity. When everyone in the group feels like work is progressing on time and with quality, they can feel good about themselves.

Make It Important

No one in a work setting wants to feel undervalued. Managers who view the shared calendars can comment on the work they see happening or ask questions about how a particular project is progressing. This can build camaraderie and help top workers stay on task. They become intent on doing their best work when their boss notices what they’re doing.

What are the Best Shared Calendars?

Shared calendars are one of the top organizational tools in the professional world. Some of the best-known scheduling applications in the business world are Google Calendar and Microsoft Outlook. They both have powerful features.

If you work mostly online and need a calendar system that any user can update, Google Calendar might be the best bet. Depending on how it’s set up, this system can allow individuals who are employed by a company to schedule their own events where others can see them. If something changes, they can make their own edits, too.

Like Gmail or Google Drive, Google Calendar is free with a Google Account. One nice perk of this system is that users only need to remember one login to access their email, online documents and calendar.

Outlook comes as part of the Microsoft package on many computers. It can be used offline, which is a plus for those who avoid internet distractions while working, but Outlook’s calendar can also be shared over the internet with those who need to stay in the loop.

Outlook combines its calendar with an email feature that allows users to prepare messages but defer delivery until an appropriate time. Messages can also be filtered or shown in groups.

Like the Google system, Outlook also lets users set recurring tasks or appointments, which can be an effective training tool when bringing on a new employee. A simple glance at Outlook can show the worker what tasks or appointments in the office are routine.

Color-labeled categories can be created for both Google and Outlook apps. If the categories relate to workers, a manager can immediately see who is working where. If the system is categorized by items like meetings, work travel, updates and media events, a leader might have a better idea of what tasks to delegate.

Other Options

Just because a software app is well known doesn’t mean it’s the best option for sharing calendars. Sometimes shopping around can reveal solutions that are a better fit for one enterprise than another, and taking a few moments to research can be well worth the time.

When searching for options, investigate the types of features that will best meet company needs. How well will it interface with other software applications the company uses? Is it cost effective? Can it be downloaded for offline work, or does it require a constant internet connection?

CoOrganiz introduces an all-in-one solution, not only providing live sharing but also agenda and document sharing; not to mention the incredible direct chatting feature among team members.

Most importantly, how will it affect communication among members of the working group? The best software for shared calendars and other organization tools will always optimize the efforts of the team while improving time management.

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