13 reasons to use a Google calendars

12 reasons to use a google calendars for events in your business

Google calendars are a great way to organize and keep track of everything you need to do in your business. They can help you keep track of multiple calendars and events which can include things like office meetings, client appointments, staff parties, or even birthdays.

They will allow you to sync all the google calendars that people in your business (and maybe at other businesses) add. This provides everyone with a central location for their schedules and an easy way to check on everyone else’s schedule too. You can also send out invitations for events or opt-in email reminders so no one misses an event without good reason.

There are lots of apps available for mobile phones ( android and iPhone ) and tablets (Apple and Android) which make it easy for users to have access to their schedule from anywhere.

You can create a private copy of your calendar which you use as a personal schedule, but only share the public version of this with people who need to see it, so you don’t have to worry about things being messed up by another folk. Your version is just a click away all the time.

It’s easy for people to find out more about an event they’re attending e.g., where it’s taking place and what the dress code is if that applies.

If you buy a new phone or tablet then your events are automatically synced through google synchronization services, meaning there will never be any hassle in having them transferred across devices. You always have access to your calendars whenever you need them.

The quality of the calendar layout is standard across all devices, so you can be sure your events always look impressive even when viewed by someone who doesn’t regularly use google calendars. It’s easy to see what event is taking place next (or most soon if you’re viewing several at once). The interface automatically fits itself to the size of your screen with no loss in graphical quality. Even viewing a single month to see a list of all scheduled events takes up the same amount of screen space as a whole year does – so there’s never any need to wait for long pages to load or other such inconvenience.

1) Save time by using google calendars to manage your events.

No more need to write things down on multiple post-it notes or use inefficient paper calendars that eat up time and space. With google calendars, everything is automatically synced between all your devices so you can access what you need wherever you are as soon as you remember it – without having to look for a pen or piece of paper first.

More professional-looking event management will make the websites and print materials used by your business look much more impressive to customers and potential clients. Once set up correctly, time and location information is automatically added alongside each scheduled event (such as class sessions, conferences, seminars, etc.) which means fewer delays in passing on this important information – allowing everyone involved to better plan their schedules around your events. Your team members also benefit from using a shared calendar in that they can see each other’s working schedules for team meetings and training sessions.

2) You can work on other projects while still being able to keep up with all of your meetings

Thanks to Google Calendar’s ability to run from any device with an internet connection. Heading out for a business trip? Not a problem, use your smartphone or tablet and access the calendar wherever you are to make sure you don’t miss any of your appointments.

On top of this, having all of your team members input their schedules into one central calendar will allow everyone involved in planning events and meetings to better coordinate their efforts. This is especially important when working with freelancers who may be located at different offices and require more specific details than those given by using a simple email chain system.

With added functionality such as automatically-generated event reminders and notes feature within individual meetings, canceling or changing particular events is now easier than ever before – something that can be especially beneficial to businesses who may have several regular weekly events that are prone to change.

On top of this, using google calendars for events in your business is easier than ever before with integration options available not only for smartphones and PCs but also sync options available via the web as well as through other services such as IFTTT or Zapier. There is no excuse anymore for neglecting to use these tools which exist naturally within the Google Drive suite – something which should swiftly push them into many more professional settings throughout the near future.

3) Timely Reminders

Keeping organized is an important part of being successful in life, at work, and even when it comes to planning events. This links back directly to the bottom line of a business, helping it to grow and encouraging revenue – but also helps us as individuals to achieve more in our lives.

So that we can achieve things on time, every time it is best to be given a warning ahead of any event or deadline which will require your attention. This is where a Google Calendar comes into its own, allowing you to input all manner of alerts and reminders along with important dates for yourself and your co-workers.

4) Collaboration & Sharing

There are times when working together with multiple people can be both rewarding and effective – providing everyone knows their role well enough to get the job done quickly. However that there are many pitfalls when trying to work with other people at the same time – especially when it comes to filing and recording information. Working with a Google Calendar is one of the most effective ways of avoiding such pitfalls by allowing you to easily share all of your important events and deadlines, while also being able to keep track of everyone else’s work at the same time.

5) A new perspective on task management

Even if you’re working alone in a business, chances are that you have an awful lot of tasks that need completing at any given point in time. With so many different things happening in your daily work schedule, it can be difficult to get everything done in the correct order or even at all sometimes. Fortunately though, using a Google Calendar alongside its ‘List View’ option allows you to check visually which tasks have already been completed, are currently being worked on, or need to be started.

6) Stay focused with quick access to the information you need

Not everyone can dedicate their entire day just to work – many employees have other commitments too, whether that’s friends, family, or even chores around the house. The last thing you want your Google Calendar is to be cluttered up with all sorts of different things happening during the day so it’s best left for work purposes. By switching over to ‘Day View’ mode in Google Calendar, not only do you then get an overview of everything which needs doing that particular day but it also ensures that your calendar remains neat at all times.

7) Events can be searched for in a matter of seconds

One of the most common questions we get asked by clients is how long it will take them to learn how to use Google Calendar. It’s quite simply an extremely easy calendar service to understand and use – there aren’t any confusing buttons or extra features – and this is all done on purpose so that you can get straight into using it without hassle. When you create a new event, you’ll see that all of the important information such as date, time, and location is already within the entry which means you can get searching for events quickly and efficiently.

8) You don’t need anyone’s help

Being such an intuitive calendar service means that Google Calendar doesn’t require any assistance from third parties when it comes to the user. There’s not a lot that you need to do or set up and then maintain as it’s all done for you – this allows you to just get on with making your own business with little hassle.

9) It can be used from anywhere, even from a mobile device

Being a cloud-based service means that Google Calendar is accessible online through any computer which has an internet connection so if you want to view what’s going on within your businesses at home, work, or out and about on the move – there isn’t any reason why you couldn’t. This makes Google Calendar incredibly flexible and useful as it can be accessed from many different devices wherever you are.

10) You’ll know straight away when someone changes something

A big advantage of having your events stored on an online service like Google Calendar is that you can receive instant updates whenever changes are made. This means you’ll be aware at all times if anything needs to change (whether it’s one of your events or someone else making a change). If you like, you could even set up your Gmail account so that when a calendar event has been updated in some way, an email will be sent to you accordingly.

11) You can add location information using maps

When setting up events in Google Calendar, if the place where they’re being held has been added as a location on Google Maps then you have the option to also add this information within the details. When creating a new calendar entry, there’s a button you can click on that says ‘What’s here?’. This will then bring up a map within the calendar entry to allow you to add location information (e.g. “The event is at 2km, 10m south of this crossroads”).

12) Collaborators can be added for events

For certain events, it might make sense for more than one person to be involved – whether it be due to scheduling or because someone else needs access and coordinating rights (and let’s face it, there’s nothing worse than double bookings). When creating an event in Google Calendar, you’re able to select how many collaborators need to be involved and what role each person has (e.g., host; creator; organizer).

13) Import events from other calendars

Not everyone has the luxury of just using Google Calendar to manage their events – emails, for example, is another common program used. If you’re trying to keep on top of your schedule with multiple programs, there’s no reason why you can’t import events from elsewhere (iCalendar format supported too). Head over to Settings > Calendars in Google Calendar and look under the ‘Other calendars’ option. You’ll see an input where you can add any type of calendar; be it Outlook or iCalendar (which will allow you to import iCloud, Office365, and more). Once added, these calendars will show up alongside all others on your list. can then select which ones are public and which ones are private. If you make a calendar public, it will be visible to everyone, but – more importantly – also appear on your Google+ profile. So you can share events from social media too if you’re looking for another way to promote them. If anyone tries to view the event without being logged into their account, they’ll automatically be sent an email notification asking them if they’d like to sign-up or not (this is where we use the auto-reminder function). There’s also room on this panel for adding another location and swapping around calendars as you need them (handy if there’s a different address for each day of the week).

If you would like to set up Google Calendars for your business, give our small business geeks a call, we will be able to set it up all for you!

I am a computer engineer holding a bachelor's degree in Computer Science, complemented by a Master's in Business Administration from University of Strathclyde, Scotland. I currently work as a Senior IT Consultant in Melbourne, Australia. With over 15 years of...