Home » Managing Multiple Projects with Shared Calendar Tools

The only drawback of having it all is finding a way to manage it all. Personal projects compete with professional ones for attention, and family events can take priority over both. It’s easy to double book when you’re trying to balance all aspects of life every day.

Fortunately, there are plenty of digital tools to help find that balance. Shared calendar applications for groups might be some of the best options available. Many are created with different types of users in mind, from family situations to professional ones.


Common Options

Google Calendar

Like Gmail, this program is accessed through a user’s Google account. Calendars can be shared through links to individuals or groups, and users can set up reminders as well as send out invitations to events. This is a powerful and well-known application that is often used in businesses. It has a good reputation for helping with project management, and its access to other Google applications simplifies communication.

iCal, or Apple Calendar

Apple Calendar, previously released as iCal, works in similar ways to the Google application. It’s known for its simplicity. It automatically syncs with other Apple devices and for users who are signed in to iCloud.

Microsoft Outlook

Outlook connects email systems and personal contacts with a basic calendar that can be viewed in yearly, monthly, weekly and daily formats. In this program, it’s easy to set up recurring reminders to publish or update posts on LinkedIn, YouTube or other social media—or any other task that receiving a notification will help with.

These are powerful basic scheduling systems, but sometimes they don’t quite meet the needs of particular companies or groups. Here are some other options:

Best Options for the Professional World

Like Outlook and other basic planning systems, the following applications help small businesses arrange employees into powerful working groups.


This app was developed to help groups collaborate. It’s centrally located, which means an administrator sets it up and sends access links to everyone in the group. Groups, events, and employees can be managed with their own color codes in sub-calendars. The administrator can send out viewing links for each project only to the people involved in the group projectas well as send out invitations for meetings and events to employees beyond the group or partners beyond the company. It’s a great option for management leaders who need to see the big picture as well as the details.


This collaboration app works in a system of categorized cards. A person using Trello can set up categories, such as work or family life, and then add subcategories like travel, meetings, or paperwork. The subcategories show up as a series of cards arranged horizontally by category. Details can be added to each card, and group members can comment directly on the cards to help move projects toward success. If users want to see a monthly view, they can enable the calendar power up. It can also interface with iCal, which other partners outside the company can subscribe to.


When it comes to all-inclusive, this tool delivers. CoOrganiz allows you to create calendars, to-do lists, plan events, collaborate with team members, share documents, schedules, and so much more. It has an advanced notification feature and an extremely easy-to-use interface that makes planning and organizing much easier for professionals. So much organizational management packed into a simple software full of features. This impressive productivity, calendar, and list building tool certainly stands out from other apps.


This company provides a variety of productivity tools. The Zoho calendar is meant for groups, and the schedule can be shared or published on a website. Functionality includes the ability to send invitations to any email system. There’s also the ability to set reminders as email messages or pop-ups, and it can serve as a portal to other Zoho productivity programs.


This software application shows a personal view on the top layer, and calendars that the user likes or is interested in on a back layer that can be accessed by tapping the screen. This declutters viewing and allows users to see personal and shared agendas with work projects separately, but in a single app to simplify scheduling. They can be embedded in websites and they sync with iCloud, Facebook Events, Outlook and other applications.

Best Options for Managing Family and Home Life


This is a well-known system for integrating family schedules. It interfaces well across both Apple and Android devices. Functionality is geared toward the family with features that allow users to create grocery lists, plan menus, and track a to-do list, as well as keeping up with events like soccer games and carpooling responsibilities. There’s an at-a-glance agenda screen. A mobile monthly view, multiple reminders, and a birthday tracker are included for users who upgrade to Cozi Gold.


Kalendi can synch across iPhone, iPad, iCal and iPod devices. Users can create group plans as well as shared ones. There’s an Application Program Interface to help integrate them into a website or blog, too. Events can be listed as private, open or public, or set as hidden so only the user can see them. Yearly, weekly, monthly and daily views are included, as well as the ability to specify both company categories and personal ones. It’s great for professional use, but users can also buy Kalendi Family for increased functionality in managing personal and family events like birthdays.

If You’re On the Go

When you need to synch devices often, consider the following:


Synchronizing a group schedule, contacts, and team functionality in an open source format is what this company is all about. It was created to be simple and reliable and to synch well across multiple devices, going well beyond Apple or Android devices. As more mobile operating systems develop, this might be a company to watch.

What’s Missing?

Managing multiple life areas means managing multiple agendas. Whether they’re managed in several apps or in a single product, drawing on the available resources to find a good balance can be complex.

The purpose of a shared calendar is to simplify the big picture, drawing it into one vision that still allows leaders to see the details at a moment’s notice.  It’s challenging.

Development of digital planning systems and other productivity software continues. We’re getting closer, but we might need something with better integrations as millennials build their own professions, families, and personal lives.

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