How many times has a task ever ceased to be performed in your company because someone has forgotten? How many people have missed a meeting because they did not receive the email with the date and time or did not see the notice pinned to the bulletin board? These events are very common, because in the midst of such a busy routine and so many tasks to develop, what is not well recorded ends up being forgotten.
To reverse this situation, a tool increasingly used by companies, especially larger ones, is the shared agenda or employee scheduling software. And no less. The system is, for the most part, more efficient, safer and, when used correctly, an important internal communication vehicle for the organization.
Today’s post is to show you four reasons to adopt and implement this tool in your business as soon as possible. Keep following.
Even if the system works over the internet and can be accessed from any device, shared calendar software is protected and can only be accessed when authorized. There are usually several permission levels: some employees are only allowed to view the schedule and receive appointment notices; for others it is possible to record and delete events; and there are still those who can register and unsubscribe users in the system. It is also interesting to note that not all events in shared calendar systems are public. Which means that a confidential meeting does not necessarily have to appear to all employees of the company. You can also control who and when changes were made to the information you enter. In case of problems, measures are more easily taken.
2) Fewer emails and more organization
The most common method for scheduling shared appointments at most companies is email. Usually someone sends an invitation to a number of employees, often asking for confirmation. Considering that some of these people will respond to everyone rather than just the caller, too much information in the employee inbox ends up disrupting the workflow with information that is irrelevant to everyone else. If any email is directed to the spam box, some appointments may be missed. One of the key gains of the shared calendar system is organization, as all company commitments will be centralized in one place. The coordinators are able to know how the subordinate agenda is and vice versa, generating a more organic flow in the company.
3) More collaboration
If you are helping a colleague with some activity, it is much easier to guide and accompany you when you use a shared calendar. You can enter multiple tasks and track their development, and they can put on your calendar a time to ask questions and share experiences. In addition, there are several tools that in addition to offering the shared calendar also have a chat, like mais.im. So when someone enters an appointment in your calendar but you find it unnecessary to set up an appointment to settle such a simple matter, simply chat and chat to resolve the situation.
4) Better internal communication
The shared agenda, when used correctly, becomes an important vehicle for internal communication, as it will enable employees to learn about company events, meetings and colleagues’ appointments. This enables you to optimize time and better organize your organization’s workflows.
Some necessary care
The shared agenda has all these advantages, but care must be taken to use it with quality. First, we need to create in the organization the culture of always using it. If only a few of the employees record events or, worse, few consult, there is no point in adopting this system.
Secondly, it is also important to note that for some types of appointments, especially those given a shorter notice, it is preferable to use the good old phone, email or even a personal visit if possible. Like parking barriers that don’t replace basic parking management, the shared calendar does not replace everyday communication, it just makes it easier.