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Natalie Logan
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May 10, 2019

Shared Calendars, Apps, and Workflows: Everything You Need to Know to Get Started

What do employee trainings, sales tracking, and inspections have in common? 

They all need a shared calendar to stay organized across teams, manage client information, and personalize project information. 

Here are three ways a shared digital calendar can help meet your business needs:

  • Improve efficiency in project management.
  • Ensure everyone stays on the same page.
  • Keep track of customers, sales leads, and work orders in one place.

Calendar stock photo-update

Improve project management efficiency

Businesses often rely on email and instant messaging for project management. Team check-ins allow everyone to share what they're working on, and what they need help with. This could be improved with the use of a shared calendar. Calendars enable you to view timelines, due dates, and who's-doing-what in one place.

Here are a few tips for managing projects and tasks on a shared calendar:

  • Display the calendar on a digital screen at your workplace. 
  • Assign every team member a different color/shade, so that they can see what's on their plate without digging deep to figure it out. Be sure to follow these color-blind friendly guidelines! Alternatively, assign colors/shades to different types of work orders for the same reason.
  • Allow team members to make changes themselves. And if your calendar app of choice allows, give the option to send out notifications when these changes are made so everyone is tuned in to updates.
  • Make it a habit for team members to check the calendar at a specific time of the work day. That way, team members stay informed and on-task, and it gives a soft deadline for calendar changes to be made before the team checks in.
Bonus: Check out how to use a work order app to manage all repair/replace requests!

This handy app helps manufacturing employees request work orders for parts that need to be repaired or replaced. The app has a calendar view, where you can add a new request and all the information about it: issue type, priority, status, location, image, and more!

Additionally, you can organize work orders by status, priority, and location. This is a strong example of how a calendar add-in doesn't have to be a basic calendar. It can integrate multiple features in one place, helping you stay organized and on top of tasks.

inspection calendar-1

Check out the Work Orders App

Keep everyone in the loop

Shared calendars are functional for internal management. PTO schedules, internal team morale events, employee trainings, and more.

No more blind-sighted mandatory trainings that throw off your team's workflow, or missing fun internal events because the notification got lost in your email. Think ahead and use a shared calendar to manage these.

On the marketing team at AppSheet, we use a calendar to manage due dates for blog posts, and color-code them by content category. That way it's easy to see what focus we have for the day/week/month!

AppSheet Internal Blog Calendar


Stay organized with a calendar-dashboard integration

Another way to use a calendar is integrating it with a dashboard. 

Interactive Dashboard_Calendar

Above is an AppSheet app for inspection analytics. This view provides all the information you need on one view— inspection details, contacts involved, images about the site, and a map. No need to have multiple applications running for the same end-goal: to manage your stakeholders and keep your team cued in.


Final Thoughts

There is nothing more satisfying than staying on top of your game at work. This comes with taking advantage of the tools available to you, so that you can complete milestones, stay organized, and operate as efficiently as possible. Using a shared calendar has been great for our team; it keeps us on top of our blog content and makes collaboration that much easier.

If you use shared calendars in your workplace, I'd love to hear about it. Let me know in the comments below how you use shared calendars, and any tips you may have for the rest of us!

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