Home » Best Practices for Shared Calendars

Coordinating meetings and events with extended groups of people is substantially easier when you use a shared calendar. Through this type of organizational tool, your group can do everything from sharing schedule availability to creating shared to-dos and tasks. Whether you use one for your home, office, or book club, shared calendars can change the whole way you collaborate with others.

However, to get the most out of your shared calendar, you need to make sure you’re using the right app for you and follow a handful of guidelines to make sure that you’re optimizing your calendars. This guide will help you use these time management resources to the most of their potential.

Finding the Best App for You

To get the most out of this organization tool, you need to be sure that you’re using the best computer and smartphone apps for your shared calendars. These tips will help you find the best ones for you.

Read Reviews

Unless you’re looking for something simple, tried, and true like Google Calendar or Microsoft Outlook, you should carefully look at reviews to see how useful fellow users found the app – especially when you’re looking at ones that focus on niches like a specific type of business.

Consider Add-Ons

Apps that include other features like a to-do list function or email syncing can enhance the overall functionality of your shared calendar. Microsoft Outlook, for example, syncs with your email to remind you of agenda items and can even automatically suggest them based on an email exchange.

Keep Cost in Mind

There are plenty of shared calendars that are free and will easily do the job for simple tasks like family chores or a school project, so you shouldn’t spend the money for expensive apps like Outlook or upgrade your app unless you need it for a large office or complex project.

Optimizing your Shared Calendar

Once you’ve downloaded the right app, you and your group should then employ these best practices to get the most out of your shared calendars.


Because shared calendars involve many individuals, you should ensure that everything added to them is categorized in an organized manner. Group meetings and other events should be color-coded, and each person should have a way to mark personal conflicts.

Sync Everything in Real Time

Schedules can change at the last minute, so you should ensure that your calendars sync in real time to see all updates as they happen. Failing to regularly update them can cause issues like missing a last minute event or missing a group member’s schedule conflict when making a group event.

Keep it Relevant

Anything that you add to shared calendars should be relevant to your group. If you have one for your office, for example, you should only exchange information directly related to work tasks and only add personal items when they pose a direct conflict to your availability for work projects.

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