What is a Shared Calendar?
Everyone has a calendar that they use to keep track of important dates, events, and activities (or almost everyone). And, every workplace, group of people or team has numerous aspects of life that they have to keep up with. So, when you combine the two, an agenda-builder used for organization, and a specific group in need of assistance to stay on top of their priorities, you come out with what’s called a shared calendar.
This simple invention has done a tremendous job at helping individuals of all ages and backgrounds of life. It really does make effective communication possible. Instead of having a paper datebook hanging from a wall or attached to a refrigerator by a magnet, this handy dandy tool can be shared among whatever group or team you’d like. With the simple touch of a button, whatever agenda that was created for whatever business or team can be accessed on the road or in the office.
Pros of a Shared Calendar
If the information presented above about the basics of a shared agenda didn’t win you over, this sure will.
Below is a list of magnificent upsides that will undoubtedly grab your attention and garnish a click:
- Everyone is in the loop.
- Missing a meeting is ancient history.
- Time management becomes easier.
- Estimating time allows manageable work.
Before the details on each aspect are shared, you may want to check out.
Benefits in Detail
Why should your business or team use a shared calendar?
Everyone is in the Loop
This aspect allows calendars to link all workers or group members together. However, it does only pertain to professional aspects of life (you won’t be receiving notifications of the members in the agenda when they go out to dinner with their friends or family). But, there are shared calendar apps best at providing easy access to all professional meetings, conferences, and appointments can make daily activities and communication. Also, arranging any meetings, conferences or appointments becomes hassle-free, considering notifications and communication mechanisms via these calendars is extremely accessible. You can arrange necessary activities with the touch of a button. Checking availability is also a benefit of adopting this calendar.
Missing a Meeting is Ancient History
Whether you’re in the office or on the road, this aspect of a shared agenda can help you organize your time daily. Every time you have a meeting or someplace to be, shared calendars have your back by setting up reminder notifications to ensure you are not missing out. Instead of forgetting about that dinner with coworkers from the office, or forgetting to book that flight for the conference you have in a week, the shared agenda’s can help you out and take the stress out of remembering so much information.
Time Management Becomes Easier
Organizing meetings and appointments is easier than ever with this shared calendar. With this tool, members are able to view each person’s calendar via phone or computer and pick what dates they need to get a particular task or appointment done. Instead of running around contacting people, you are able to put in a request in seconds and see if the person or persons that are involved in such a meeting are available to be there, and then booking the time and date becomes effortless.
Estimating Time Allows Manageable Work
This shared agenda also makes it so easy to manage work by balancing out all activities of the day. Hectic schedules can sometimes get the best of you, but with help from this incredible tool, you are able to schedule in time for each activity and even manage downtime for yourself. This also allows for priorities to come first other minor tasks to be done when there is free time. Dispersing out tasks via this scheduler is always a plus, too.
Cons of a Shared Calendar
Even though there are a lot of pros to a shared agenda, there are also some cons. Weigh out both sides and see what makes the most sense for your company or group.
Check out this list of cons:
- Flaws are inevitable.
- Unnecessary personal data.
These cons are set to a minimum, but they are still present so don’t think that the shared calendar app is perfect.
Negatives in Detail
Every technology has its disadvantages, and this technology is no different. So, whether the app or program is for home, the office, or a specific group, check out what the setbacks are.
Flaws are Inevitable
It’s the truth. Mistakes do happen. Technology is technically man-made; nothing man made can be perfect, right? Overlapping of appointments may occur, one person may not get a specific notification on a particular day, the page may not refresh as fast as you’d like, etc. These are all common and small disadvantages (that are also in many other technologies), but still, they have to be kept in mind.
Unnecessary Personal Data
The only bigger flaw that groups classify as unnecessary is the amount of personal data present in the program or app that is not needed. For example, several birthdays appear on these calendars occasionally. What’s the wrong in this? Most birthdays aren’t even relevant to those that are in the shared calendar. This can take up needed space for other appointments and meetings to be in. Other than this minimal disadvantages, the app and program are near perfection.
Online Shared Calendars
After looking at the positive and negative aspects of these shared agendas, it’s time to look into what click options are available via online programs.
The most commonly used applications are:
- Microsoft Outlook.
- Google Calendar.
These three app choices make for incredible options. Whether you’re in the office or just managing a group of people, learning how to move around and click on certain things on both sites is easy as can be.
Look at why:
Microsoft Outlook, better known as Outlook, or Office 365, has ample room for a shared calendar. Navigation is simple and can be self-taught, as long as you have a few minutes to click around the site and familiarize yourself with it. Outlook can be used online or in an application, whichever is most convenient for you. Outlook also has other options for sharing, if you’re in the search for optimal professional control over your agenda. Many groups and teams have taken a like to the calendar that Outlook has to offer. For more details on this option, download the application or go online and sign yourself up for an Outlook account.
Both Microsoft and Google, have worthy applications that are capable of handling shared calendar for a group, but when it comes to functionality, practically, and usability, CoOrganizreigns supreme. From simple calendar sharing to to-do and agenda creation and even a direct messaging feature between members of the organization with just the click of a button, CoOrganiz offers innovative solutions for collaboration.
Although Outlook is a great option for managing an agenda, many prefer Google to help them out instead. Why? Because several find that navigation and the use of roaming around through the use of a click are quicker and more efficient. Many in the office also find Google to work faster and load faster. Some say the list of positives highly outweigh the negatives with Google, the same cannot be said for Outlook (some claim).
However, with Microsoft Outlook, CoOrganiz, and Google being some of the best applications to manage a calendar from, it’s possible you’ll find the one that best suits you.
In a Group or at Work
In a Group
This remarkable invention has helped numerous groups throughout the world. It has made organization and time management more effective in groups such as:
- Sports teams.
- Drama and theater.
- Study partners.
- Religious groups.
- Reading clubs.
From helping plan a meeting to carrying it out, and from updating details, to seeing how everything turned out, this program is genius. It’s definitely worth the try, specifically with Outlook or Google.
At work, this program can do wonders. No matter what type of workers you’re dealing with, implementing a shared calendar for work will save you a lot of time and effort for the present and future (and, maybe even give you some down time to relax by yourself!) An example of these workers could be:
The options for this can go on and on, even further than that of the groups mentioned above.
So, keep in mind how great this little technological invention is and highly consider adopting shared calendars in your life, whether it be for a particular group you are a part of, a company you work for, or a party that’s coming up. The options are endless with these calendars. Keep your pros and cons in mind, weigh them out, discuss them among whatever group you want to implement this system into, and you should be on your way to a happy and healthy lifestyle of managing events with everyone through calendars with the click of a button!