Projects typically consist of an endless amount of events, meetings, appointments, and deadlines. Keeping track of everything and communicating with everyone on your team can be challenging without a team calendar at your fingertips. A team calendar, also known as a group calendar, makes it easier to keep track of important project events and deliverables. One of the keys to a project’s success is visibility, and a group calendar provides that visibility to your team. A team calendar keeps your team on the same page regarding what is going on and what other team members are working on.
A team calendar software for Microsoft Outlook® and Exchange has the familiar and user-friendly interface of Outlook®, yet with increased efficiency and helpful tools that streamline the project management process. A team calendar for Microsoft Outlook® and Exchange provides you with a big picture view of what your team is up to, ensuring better project management. A group calendar allows your entire team to stay on schedule because you can assign tasks in real time and remind them about upcoming events and deadlines. A team calendar for Outlook® is beneficial and useful whether you are working with a virtual team across multiple time zones or on-site.
It’s hard enough to stay on top of your own schedule, let alone your entire team’s calendars. A team calendar for Outlook® provides project managers with a user-friendly overview of multiple Outlook® calendars. For example, if a project manager books meetings with his team, he can obtain an overview of their schedules. When you book meetings with your team, you don’t have to send out meeting requests to them either. You can simply book meetings directly in the team members’ calendars. Another instance when a group calendar can come in handy for a project manager is when he or she needs to assign consultants or staff to specific projects and schedule tasks for them to complete.
A team calendar for Outlook® includes options to customize your view and get a quick overview of your team members’ calendars. For instance, a project manager can group multiple calendars and limit the view to a week. A project manager can also create different calendar categories and color-code them to get an overview of specific events, such as payable consultancy, customer visits, etc. It’s also possible to extract statistics to Excel for calculations such as the number of payable hours.
A team calendar also improves internal communication because it provides team members with an overview of each other’s calendars and comes equipped with tools that streamline communication. For instance, when you book meetings with your colleagues, you can attach an agenda or document that you want them to review prior to the meeting. This makes important information related to your meeting easily accessible, so your team members don’t have to dig through emails to find the documents you sent.
Seeing all of your team members’ calendars in one place is helpful and enhances your productivity. You can drag and drop appointments to plan out your team’s schedules more easily. You can also work faster and complete more tasks in less time. An Outlook® team calendar has such a simple, familiar, and easy-to-use interface that no lengthy training manuals are required and little training is needed. This allows your team to focus on the project rather than learning how to use a new, complicated tool.
During a project or after it is complete, generate reports showing how your team members spend their time. This will allow you to identify areas where productivity could be improved and helps you assign tasks more effectively in the future. These reports reveal who is busy doing what, so you can determine whether tasks are being allocated properly, among other things. You can also generate statistics about specific projects and events and then export those stats to Excel to do all sorts of calculations with them.
Managing projects has never been easier, thanks to Add-On Products’ Exchange Central and WebTeam Central – team calendars for Microsoft Outlook® and Exchange. Whether you’re handling a single project or multiple projects simultaneously, a group calendar can meet your needs and help you keep your project on track. You can create different calendars for each project and share them with those involved. Exchange Central also supports Microsoft 365. For more information, please contact us to set up a free trial or free online demo.
WebTeam Central is a web based team calendar for Microsoft Exchange® and Exchange Central is a Windows client based team calendar for Outlook®.