Home » The Best Shared Calendar Apps for Businesses

In business, collaboration is essential, so your company should employ as many tools as possible to promote it. Therefore, many businesses use shared group calendars to facilitate communication and scheduling while encouraging good time management. In them, people can post an event and invite others while displaying their availability for meetings, lunches, or other gatherings, allowing their colleagues and supervisors to more easily plan events. Plus, for appointment-based businesses like salons or doctors’ offices, this type of software can allow clients to self-schedule.

While deciding to start using a shared calendar is easy, choosing which one can be difficult with so many options on the web. This guide will help you navigate through the top three applications to improve your company’s productivity and time management.

The Classic Favorite: Microsoft Outlook

If your office already uses Microsoft, then chances are that you can easily adopt Outlook as your office’s shared calendar. The calendar is already featured on your email app, and from there, you can easily create groups to share your schedule with.

Why It’s a Great Choice

Simply put, Microsoft dominates the market for productivity software for good reason. From full email integration to a litany of custom options, Microsoft’s shared calendar app offers users numerous resources to plan their day, week, or year. In the application, users can easily create new calendar groups and invite others within the system, and they can even share particular events with outside users without having to invite them to the full calendar. The application will also allow you to create events and reply to them based on your email responses. All-in-all, if you’re already using Microsoft Office, then you should unlock its full potential through this application.

When to Reconsider

If you don’t already use Microsoft at your office, then you will need to factor cost into your decision. Transitioning to a new software system takes time, energy, and human resources, which could impact your willingness to make the change. Microsoft Office is notoriously expensive, so unless your company is ready to invest in a software overhaul, then you may want to reconsider using a Microsoft product for your shared calendars. Additionally, depending on your company’s IT structure, transferring your information to your personal smartphone may be difficult.

Free and Cloud-Based: Google Calendar

If you’re looking for software to organize your schedule that does the job without breaking the bank, then look no further than Google. Google offers productivity and scheduling software from shared calendars to a new to-do list app that are highly functional and completely free to use.

Why It’s a Great Choice

The major benefit of using Google Calendar is that it’s completely free to use with a Google account, making it a great option for those with a limited budget. It’s also simple and easy to learn; though you may not be able to customize everything, even the least tech-savvy person in your office will be able to catch on. Additionally, all of Google’s productivity applications are completely cloud-based, making your data accessible from anywhere and on any device.

When to Reconsider

As with all free software, Google Calendar has functional limitations that can make it impractical for larger or niche businesses. Its spam filter, for example, prevents users from inviting more than 100-300 guests to an event, which might create problems for an office of 400. Likewise, Google’s customer service can be difficult for free users to navigate. Additionally, Google does have some drawbacks in the compatibility department. If you want to invite a non-Google user to an event, then they will need to register with Google to RSVP. Google is also far more compatible with Android phones than their Apple counterparts.

Small Businesses and Startups: Coorganiz

If you’re a small business looking for online schedule sharing that’s more advanced than Google but without the Microsoft price tag, then look no further than Coorganiz. Coorganiz offers businesses custom packages to meet their needs, allowing them to choose the features that most benefit their business.

Why It’s a Great Choice

As a software company that specializes in productivity and organization, Coorganiz offers a number of functions meant to maximize users’ productivity from a “diary” view that lets them view their day at a glance to instant document sharing. Coorganiz also offers businesses the opportunity to customize their software, and for regular users, it has a tiered upgradesystem that allows users access to a free version with an option to upgrade. Coorganiz is also an independent application that isn’t tied to Android, iOS, or any other operating system. Therefore, if your company uses all kinds of different tech, then you won’t be out of luck on a particular type of device.

When to Reconsider

The main drawback to using Coorganiz is that most people aren’t already familiar with it. While many have used Microsoft or Google products in their lifetimes, they likely have not used this particular software. Though Coorganiz is relatively user-friendly, you may want to look elsewhere if you have an office that’s not the most tech-savvy. Additionally, you should keep in mind that while Coorganiz isn’t very expensive, it also isn’t free, so you should make sure that you’ll get your money’s worth before upgrading to any pay service.

What About Others?

If you already have done your homework on productivity and scheduling apps for your company, then you may be wondering why you don’t see a particular app here. The simple answer is that many of the best shared calendar apps focus on a particular industry. Vagaro, for example, sets the standard for scheduling appointments in a salon setting, but it would not translate well into other fields. The applications listed above can be used by a variety of businesses, making them the best for overall use. If you’re looking for software with functions geared toward your particular industry, then you should look to industry experts and colleagues for advice regarding the best app for your shared calendar needs.

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