7 Calendar Features You May Not Be Using — But Should

Only in the last decade or so have more and more people come to use a digital calendar, which can act like your personal assistant. Still, so many features of the digital calendar go underutilized when using them could dramatically change your workday and even your life.The world is busier than ever — hustle and bustle are the name of the game — and it can be hard to keep up with it all.

To help, most people use a calendar in some form or another; indeed, many people have multiple calendars. From a large desk planner to the cute designs you can hang on your wall, calendars help keep you on track.If you’re using a digital calendar like Calendar, Google Calendar, or Microsoft Outlook, you probably have multiple versions set up for different areas of your life. The most obvious are family, personal, and work. You need to remember your kid’s soccer game, your afternoon yoga class, and that big meeting after lunch. All of this is great unless all of your calendars aren’t synced.

Syncing your various calendars will ensure you don’t overextend yourself. It will also allow anyone else adding items to your calendar — your assistant, your spouse, or a team member — to avoid double-booking you. You can sync your calendars both within a single application or across your devices. So, if you have Google Calendar for work but use Microsoft Outlook for your family, you can get them on the same page. Syncing your calendars requires a step-by-step process, but once you’ve done it, your life will likely feel much more streamlined.

Gone are the days when you could simply schedule something in your planner and trust that you would remember it. Maybe you’d review your day in advance and lock it into your memory. No — now you have dozens of to-dos all in one day, and missing one could be catastrophic. Everyone has done it. You missed your kid’s performance in the play because you got caught up in a meeting. You were late to your meeting because your focus time ran long.

It happens, but it doesn’t have to. Set reminders for yourself on your calendar to avoid these common mix-ups and mistakes. You can alert yourself the day before, an hour before, and 10 minutes before. Why not do all three? Missing the essential things in life and work doesn’t mean you don’t care; it just means you’re not prepared. Set reminders and alerts and aim to never miss another important part of life.

If you are on any team, you should be sharing your calendar. Most people are on multiple teams. Think about it — you have your family, staff, coworkers, friends, and maybe even extended family. All of these small groups make up teams, and you likely have tasks, gatherings, and meetings to perform and attend together. One of the most critical aspects of a strong, cohesive team is getting everyone on the same page.

You don’t want to have a social gathering and forget to invite one of your friends. Likewise, you can’t effectively lead a project without keeping everyone aware of the benchmarks and deadlines. Calendar sharing is ideal for keeping everyone on track of what’s happening. Everyone on the team can add items, and everyone will get alerts when they’re added. Then, if you’ve synced your calendars, you’ll be sure not to overbook yourself — it’s a win/win.