5 Tips for Creating an Effective Team Calendar

Les calendriers d’Asana nous permettent de visualiser le travail à accomplir, d’évaluer la charge de travail de notre équipe et de livrer les projets à temps. Nous pouvons voir ce qui s’annonce pour les prochains mois ou nous concentrer sur la semaine en cours afin de maintenir le cap et d’atteindre nos objectifs.

How to create Shared Calendar in Microsoft Teams

Why is a team calendar important?

A team calendar is important for the following reasons:

Task management

One of the major ways your team can collaborate successfully is by having all activities visible to everyone. Managers and employees all can use a team calendar for things like scheduled meetings, task delegation or meetings with clients. If your team labels every important event on a calendar, all employees involved can see and react to it. A team calendar also allows you to delegate tasks and meetings in real time. With proper communication and the team calendar, a manager can delegate tasks to employees and arrange schedules to be as convenient as possible.

Resource management

A team calendar is important because it can help you plan for the future concerning project progress. You can use a calendar to manage expectations, build a project roadmap or communicate what parts of the project you need to manage first. Having an organized calendar can keep priorities in order of importance.

By understanding when employees may be present and when they may be absent, or if they will be exceptionally busy or not, a manager can delegate their resources and tasks to other members of the project to meet more deadlines.

Accountability

A team calendar assists in team accountability. If employees understand what they may work on for the day, the week and the month, they can plan for their tasks more conveniently. When employees understand both their own and others schedules, it creates awareness and accountability. Achieving as much transparency as possible among your workforce can be helpful, and you can do much of this through a team calendar.

What is a team calendar?

You can use a team calendar to keep your team focused and aware of events that include them. Keeping your calendar updated can help your team become more efficient.

How to create a team calendar

Follow these steps to create a calendar for you and your team members to use:


1. Choose a calendar application

There are many calendar applications you can use to create a shared calendar with your team. When choosing a calendar consider features that you may require such as labeling events and setting durations for each item on the calendar. Also think about how the software application can integrate with other programs your team uses. If the software you choose is compatible it may be easier to edit, share and sync the calendar.

2. Start a new calendar

After opening your calendar app, select the button to create a new calendar. This option may have a different label for each calendar application. Be sure to orient yourself with a calendar app before needing to use it.

3. Name the calendar and provide a description

To organize your calendars, name the calendar and provide a description. For example, you may name the calendar by a team name or by a project that you’re using the calendar to schedule. The description can be brief and provide direction for what to include on the calendar.

4. Manage settings

When creating a calendar be sure to determine a time zone and manage the calendar settings for reminders and updates. Checking the settings when you create a team calendar helps ensure that it syncs properly with team members’ calendars. The settings also enable you to choose who can edit and share the team calendar, so be sure to change these permissions based on the teams needs.

5. Add team members to calendar application

Share the calendar with all your team members. Often you can do this by inputting their email addresses or by sharing a link. The number of people you have using the calendar may help determine which application you choose. Some applications may share the calendar with team members using the same app.

6. Create events

You can add events, deadlines and tasks to the team calendar. Calendar apps have a button or menu item to create new events. When creating an event include information such as:

11 shared calendar applications

Here are 11 calendar and project management apps you can use to create a team calendar:

Tips for creating your team calendar

Use these tips to create a team calendar that suits your needs:

Assign calendar upkeep

Use calendar features

You can make your team calendar more efficient by using many of its features. Team calendar software often has convenient features for team communication, including:

Include all non-negotiable events

A team calendar can be useful for scheduling any meetings that are a top priority for your group. However, to make your calendar more efficient, consider only marking non-negotiable events on a team-wide calendar. While your personal calendar may list meetings you can move, reschedule or cancel, a team calendar may be more efficient to the team if you only schedule the non-negotiable events.

Consider creating a system of categorization for your meetings and events, placing them into negotiable and non-negotiable categories. If a negotiable meeting is team-wide and placed on the calendar, the team can effectively move it in favor of a non-negotiable meeting. For example, if your team meets with clients, a client meeting may take priority over an internal meeting.

Name items effectively

Team calendars can stay useful when you name events appropriately. When creating your calendar events, consider constructing a naming structure, one that is repeatable, clear and can apply to as many of your labels as possible.

By labeling your tasks effectively, your calendar can continue to be a useful tool in project management. For example, consider the following task names:

By having each event beginning with the event type, everyone can automatically know how many meetings, deadlines or vacation days are in a week, and plan accordingly. Using a consistent naming format can ensure that employees understand a team calendar more effectively.

Add a “no meeting” day

Along with using a team calendar to schedule events, you can use one to promote productivity. Improve workflow and productivity by planning a day or period of days where there will be no meetings. With this time to work uninterrupted, employees may find their productivity increases. Scheduling a period with no meetings also relieves department stress, as people have more time to solely focus on their projects or daily tasks.

In addition, consider placing a meeting limit on your days when you create your team calendar. While meetings are great ways to check progress, plan goals and evaluate expectations, employees need independent time to do their work.

Please note that none of the companies mentioned in this article are affiliated with Indeed.

FAQ

How do you create a team calendar?

Create a team calendar
  1. Open Calendar, and on the left next to Other calendars, click Add other calendars. Create new calendar.
  2. Name the calendar and add a description.
  3. Click Time zone and select your time zone.
  4. Click Create calendar. …
  5. (Optional) To update any calendar preferences, point to it and click More.

Is there a calendar for Teams?

Google Calendar

Undoubtedly, it is considered as the best-shared calendar for teams where you can book all appointments, handy for video meetings as it syncs and integrated with Google Hangouts which enables video conferencing options.

How do you display a calendar in a team?

The Microsoft Teams shared calendar is available to all members of the team, except guests. Any team member can create calendar events or meetings in the channel calendar, and it will automatically show up for other team members.

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