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When you think of tools that help your team stay productive, a group calendar is probably one of the first things that come to mind. Without a calendar telling your team members what they have to do and when, they might feel as if they’re lost at sea. A group calendar anchors your team to their schedules and helps them stay on top of meetings, project deadlines, and day-to-day tasks. What’s more, a group calendar with planning features allows team members to complete daily tasks more efficiently. For example, you could use a drag-and-drop function to schedule meetings without sending meeting requests and to assign tasks to team members.
If you coordinate or manage one or more groups, the need for a team calendar is even more pronounced. It’s hard enough to keep track of your own schedule, let alone those of your entire team. Planning and coordinating events and projects for groups can be a struggle without a shared calendar that keeps everyone on the same page.
While it’s possible to share your personal calendar with other users, it’s far more efficient when you have the ability to get a quick overview of multiple team members’ calendars via a group calendar. An Outlook® team calendar makes it simple to determine who is doing what and when. You can check everyone’s availability with ease, which is helpful when you need to schedule team meetings and assign tasks.
Team calendars enhance your ability to keep track of tasks, project deadlines, appointments, meetings, leave, travel, and events. Managers can get a better idea of their employees’ current obligations and plan tasks and projects based on their schedules. An Outlook® team calendar also doubles as a meeting scheduling tool, allowing you to book meetings with multiple colleagues without sending out meeting requests. You can also book resources, such as meeting rooms and company vehicles.
Not only can you check the availability of employees using team calendar software, you can also generate reports to determine how your employees are spending their time. Reports help you determine what staff and departments were doing in the past, what they are doing in the present, and what they will be doing in the future, so you can identify ways to improve efficiency.
Improve your internal communication and planning efforts with a team calendar for Outlook®
Shared calendars simplify the planning process. For example, a project manager can create a group calendar consisting only of his team members for the duration of a project. He can get quick overviews of his team members’ schedules to ensure that they’re available to meet with clients. He can also use the calendar’s drag-and-drop function to easily schedule team meetings and assign tasks.
You can create team calendars based on location, department, skills, or even temporary group. Rather than relying on cobbled-together solutions to keep track of different groups and projects, you can access multiple group calendars in one place. Calendars can be customized based on your needs as well as filtered and color-coded.
Having access to the right information at the right time keeps your organization running smoothly. If you have employees in multiple locations, work remotely, or travel frequently, then you likely understand the importance of connectivity. Your Outlook® team calendar is always accessible and current. By eliminating the need for back-and-forth calls and emails to reschedule meetings, a team calendar saves you time. You can quickly view your team members’ availability and any changes you make are reflected automatically in the team calendar. This does away with the need to update everyone’s calendars manually and prevents double bookings.
Create a stronger sense of community among your team and different departments of your organization by giving employees access to each other’s calendars and enabling them to locate their colleagues instantly. Team members have the ability to click on a colleague’s calendar to call or send an email. This improves internal communication and helps your employees work faster and more efficiently. An Outlook® team calendar also allows you to attach documents or an agenda when you book meetings, so you don’t have to send important meeting information to attendees in a separate email.
Use a team calendar for Outlook® to boost your team efforts
If managing and coordinating a team has left you drowning in papers, phone calls, and emails, perhaps you need to make the switch to a hassle-free group calendar. Personal calendars just don’t cut it for teams. Add-On Products’ Outlook® team calendar Exchange Central provides you with a user-friendly overview of multiple Outlook® calendars. Powerful planning, scheduling, and reporting tools are built right into the calendar to provide a seamless experience. Anyone who coordinates teams, plans projects, and books meetings and resources will enjoy the benefits of Exchange Central.
Exchange Central also has a receptionist view that allows receptionists to quickly check staff availability and click on an employee’s calendar to call or send an email. This enables receptionists to keep visitors informed and minimizes their wait time.
WebTeam Central is a web-based team calendar that offers most of the same features as Exchange Central, except it allows anytime, anywhere access. WebTeam Central enables you to plan and schedule meetings when you’re out of the office, commuting, or visiting clients. WebTeam Central is an ideal group scheduling solution for today’s increasingly mobile workforce. To discover how Exchange Central and WebTeam Central can keep your team connected to critical projects, meetings, and events, sign up for a free online demo.
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