Juggling success and sanity can feel like a circus act, especially if you’re paying for tools to help that aren’t actually helping. In this article, we’ll help reclaim a bit of that sanity with how Google Calendar and similar cloud-based technology platforms can help teams and individual brands achieve work/life harmony.
Cloud-based calendars make it easier to make updates from anywhere, share with anyone, and integrate with other apps. It’s the MVP of simplicity and it’s free. Google does offer the option to upgrade to Google Suite for enhanced team scheduling but make sure it’s necessary before paying. We like to keep trial runs simple and free, so tweaking as we go isn’t as costly.
***If you do decide to use Google Suite, please use our affiliate link for a 14-day free trial.
So, as is custom on The Independent Executive, here are three simple steps to get started with Google Calendar.
3 Simple Steps to Getting Starting with Google Calendar
I begin by recommending Google Calendar because it’s simple, free, and the least expensive way I’ve found to expand businesses of all kinds and sizes. But that doesn’t mean it’s the best option for everyone.
If there’s another calendar that works better for an individual or team, that’s simply the one to use. The best calendar is the one that works and these tips should work with them all. If not, come back and let us know so we can update this guide.
- Begin with A Super Simple Calendar Set-Up
Don’t try to enter all your events at once. Instead, embrace the learning journey by diving into the cloud-based calendar features and customizing it to reflect the business or brand goals. One of the first things we recommend is blocking time for training. As a trial run, there will be inevitable tweaks and more team members likely means more time for changes later.
It’s not only okay to test things and have fun, we encourage it. This setup could be the first step of a beautifully success story, so why not enjoy it? Take a peaceful day or more to watch YouTube tutorials, take notes, and document your systems. It’s one of my favorite ways to work “quietly”, and I highly recommend it.
A few examples of what can be customized include:
- Which timezones you see
- Which days and times appear on your calendar and how
- When you get reminders
- How long events are by default when created
- Your default language
Finally, don’t settle for default settings unless there’s a chance the cloud-based calendar may change. When testing many calendars, to align with multiple team members, for example, then default settings may actually save some time. Otherwise, here’s a video that may help you visualize tour customizations:
2. Define Your Calendar Management System
Labels are a handy organizational sidekick to automatically organize and prioritize your calendar. Colors, separate calendars, or fun prefixes can all be used as labels—choose what suits your goals, team and brand style best. It’s like a personalized GPS for your time, guiding you to what matters most.
For example, I like using different colors for my sales
Sales is any set of activities related to selling products a... More tasks and my long-term projects because I automatically know that the salesSales is any set of activities related to selling products a... More tasks are a higher priority. It saves valuable time and energy to have the two sorted without them having to be in separate locations so that I can get a complete picture of my time.
Google Calendar assigns color labels to its calendars by default which can save a lot of time. If the colors aren’t appealing or no color at all is preferred, they can be turned off in settings or changed.
- Maximize Your Time
This can all take some time, so save this post now to come back as needed. With customization completed, it’s much easier to enter events strategically. If adding teammates or automation, it’s also easier to share only particular events or categories as they’ve been labeled. If automation or integrations are needed, schedule time into a training calendar or label it accordingly to set it up.
Again, if needed, block time on your calendar to study and set up the needed automation and integrations. I recommend starting with a contact relationship management (CRM) plugin such as Pipedrive or Hubspot if one is being used. This is especially useful for teams sharing contacts.
As you add your events, you may want to start using keyboard shortcuts like T for “today,” and W for “week” in Google specifically but other platforms use them too. Check the help documentation or search “keyboard shortcuts” with your platform name to find them. All keyboard shortcuts help you save as much time as possible when it comes to necessary, repetitive tasks.
Efficiency is the name of the game, and time is the grand prize. Practicing these skills and using them to build habits around daily or team goals will save the most time and energy while making room for major successes. So give the entire team time to brainstorm ideas and practice to turn these skills into habits.
Practice, practice, practice. Soon, you’ll be the maestro of your schedule, conducting a symphony of productivity.
Strategic Google Calendar Setup and Training
If you’re feeling a bit lost or want expert guidance in setting up a single or team calendar, automation, or integrations, we’re here for you! Chat with us using the box below. If we’re out of the office, we’ll respond on the following business day.
Remember, your calendar is not just a schedule—it’s your key to a balanced, empowered life. Let’s make it both fun and functional for your journey ahead!
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