A calendar is essential for any organization. Many business owners, teachers, and students know this. However, many go about their day without using a systemized calendar. It may seem like it’s too time-consuming or complicated to do so. But it doesn’t have to be!
You can use an app instead rather than making your scheduling process more complex and confusing with an unwieldy manual list of every event that needs to be noted down on paper.
And while a basic excel spreadsheet or day planner will get the job done, there are ways to make your calendar even more efficient. We’ve compiled five hacks to help you systemize your calendar and get things done by making it more centralized. Here are our top 5 tips:
1. Use a shared company Google Calendar for all events
This is a great place to put all upcoming events, block out time for important deadlines, and design the month ahead. Make sure that everyone who needs to see this information can access it. A shared calendar is a fantastic way to centralize all events, allowing you and your team members to view your personal goals alongside organizational ones. It’s a great way to stay ahead of what needs to be done on any given day.
Additionally, an exchange shared calendars available through G Suite allows you to make changes on multiple devices. This means that you can switch between your phone, tablet, and computer with ease. If one of your colleagues has an important meeting scheduled the next day at a new location, they can quickly access it from the calendar and follow along.
2. Create recurring events on the shared Google Calendar
This is great for recurring events like conference calls or routine meetings. This ensures that everyone is updated on necessary information. By creating these regular events in the shared calendar, you can ensure that team members are on the right track to coming up with a meeting date or conference call attendee. The best part is that since Google Calendar is an online service, you don’t have to create a new meeting reminder card or send out emails if your colleague has missed a meeting. You’ll have to keep reminding them!
3. List out tasks and events on your Google Calendar
You can use time blocks on your Google Calendar to remind yourself about necessary tasks or quick reminders between meetings. Utilize the “Reminders” portion of the calendar to help you stay organized. It’s easy to forget about your upcoming deadlines when you’re busy at work, so setting reminders is the best way to get things done.
Moreover, you can enhance the calendar system’s notifications and alerts. For instance, you can ensure that events on your calendar have built-in attention before they happen so that you are always aware of what is coming up. It will help you prepare for upcoming meetings or important deadlines in advance.
4. Use a shared calendar as a way to centralize all business in one place
A shared calendar is a fantastic way to create a centralized location for all organizations. It can be a great way to keep yourself and your team on the same page concerning corporate events, upcoming tasks and deadlines, and meetings. This will help you stay organized, but it will also help you become more efficient by streamlining your organization’s workflow in one place.
5. Use a shared calendar to share relevant information
Another great way to use your Google Calendar is to share relevant events and data. You can create public calendars that make it easier for people in other areas of your organization to see the events you’re planning for them. This helps with transparency in the workplace and keeps everyone on the same page. It also makes it easier for you to keep an eye on deadlines and help you create an organizational mindset by keeping everyone informed of what’s coming up next.
Additionally, you can embed a Google Calendar into any web page, allowing your team to access the events and tasks easily. This is the best way to let people outside your organization stay up-to-date with what’s happening in your workspace.
Conclusion
So there you have it—our five hacks to help you systemize your calendar and get things done by making it more centralized. Try each of these methods out and see what works best for you. If anything, it will help your organization run a little more smoothly, which is the goal of any company.
