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Organize your life with multiple Google calendars

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Never miss another update.

Do you ever miss family appointments? Or maybe you want to see your major projects on your calendar, but not all the time.

I took a few minutes this week to discover how to layer Google calendars and they do all that (and more).

Earlier this year I wrote about the importance of Campaign Calendars. And that’s great when the calendar is on the wall, as I suggested. The trick is to handle all those dates and campaigns once they’re on you little 13” screen. That’s where Google calendars comes in.

If you’ve been using Outlook or Mac’s Calendar then this will be a switch for you and, depending on your job, might not even be possible. But if you have some flexibility, I strongly suggest you look at using Google calendar as your main planning tool for appointments. I’ve been using it exclusively now for about four months and wouldn’t go back.

WHY YOU SHOULD USE GOOGLE CALENDARS

Here are 134 (just kidding), nine reasons why Google calendars are brilliant:

  • you can easily share all or parts of your calendar with family, co-workers, and even sub-contractors.
  • a number of free scheduling tools, like www.scheduleonce.com (that we use and love) sync beautifully with Google calendars making booking appointments a breeze.
  • you can access them anywhere you can get on-line with just your gmail log-in.
  • the gmail app and Google calendar work beautifully together as your main planning tools (if you have your name@sitename.com emails show up in the gmail app).
  • you can easily attach documents (including spreadsheets), or invites to Google+ Hangouts (like Skype, but better) to calendar events.
  • you can add a location to the calendar event and have a Google Map attached to it.
  • you can use the “Find a time” feature to coordinate meetings with other colleagues who are using Google Calendar.
  • if you are using the gmail email app you can easily add appointments to your calendar right from your email (it even pre-populates the event with the content of the email).
  • it has a fast search feature for finding, say client meetings you want to prepare for (and wedding anniversaries).

9 reasons why google calendars work https://hughculver.com/organize-your-life-with-multiple-google-calendars/ #productivity #google Click To Tweet

WHAT CALENDARS TO CREATE?

The trick is to add multiple calendars that represent “layers” in your planning. For example, I have a calendar that shows all of our campaigns, including not just the launch dates, but the full length of the preparation and marketing, and wrap up (which could easily stretch over four weeks). We don’t need to see these long campaign launches all the time, so I have created a separate calendar just for them.

I have a calendar for my family so I can see where my wife and kids are scheduled for in the week. This is really great for events that repeat, like soccer practice, volunteer work, and part-time jobs. Now that I have one daughter in university, this also helps me see when she is home for reading breaks.

I have another calendar for statutory holidays. In my work, a four-day week impacts how I plan my campaigns. Now, with one click I can check for those conflicts.

I also added a “competitor” calendar this year. This shows most of the “A” lister’s conferences in the US that attract my market (speakers, trainers, authors, and on-line marketers). This gives me a sense of when the “hot” zones are for attracting delegates. If I was to host a conference (I think having wisdom teeth pulled is more fun) I’d want to avoid some of these dates because I might be after the same presenters.

And all of these calendars are colour coded and can be turned on or off. Neat right?

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HOW TO SET UP YOUR CALENDARS

The steps to setting up your calendar are easy:

1) Open Gmail and select Calendars. On the left, click on the small arrow beside “My Calendars”

2) Click on “Create new calendar”

add calendar

Enter the calendar name, Description. Choose if you want it to be public. And enter the email address of anyone you want it shared with. There are two of us in the office, so I share my calendars with Sarah. But we can also share some calendars with people we outsource to.

3) Click “Create calendar”

Once a calendar is created, you can choose to share all, or some of your calendars. I share my planning calendar (with all my appointments) with Sarah in my office and some of our contracts. Here’s how I do it:

go to settings1) Beside the gear symbol (top right corner of screen), click on the small down arrow.

2) Click on “Settings”

2) Click on “Calendars” (top left)

 

 

 

3) Click on “Shared: Edit settings” and then enter the email address of the person you are sharing with.

4) Click “save”

2. share calendar

 

 

 

 

→ GET A COPY OF MY PLAN LIKE A PILOT PLANNING TOOL←

I’m hooked on Google calendars (it syncs with my MAC calendar as well).

Question: Are you using Google Calendars and, if so, how are they changing your world? You can leave a comment by clicking below.

 

Never miss another update.

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About Hugh Culver

Speaker, author, athlete and founder of BlogWorks. I speak and write about getting stuff done and the art of growing younger.

Categories: Blog, Productivity Tagged: business, effective, entrepreneur, income, Marketing, productivity, progress, projects, success, technology, tips

Comments

  1. Dianne says

    September 28, 2016 at 11:29 pm

    I just wanted to thank you for taking the time to write up how to layer Google calendars and put them to work for you. I was asking questions before trying to do just that, and your article answered most of them in a simply and friendly fashion.

    Reply
    • Hugh Culver says

      October 3, 2016 at 3:58 pm

      Dianne – I’m glad it came at the right time!

      Reply
  2. Eddie Newall says

    October 4, 2016 at 8:06 pm

    Thank you for the explanation above.

    We have a group of 6 churches. I created a Google calendar for one of the churches but we also need a separate calendar for all the churches in the group. Is it best for me to add another calendar to my existing account or should I create a new account for the new calendar?

    Reply
    • Hugh Culver says

      October 5, 2016 at 5:38 am

      Hi Eddie. I think this is possible. Here’s a link explaining how that can work http://www.dummies.com/education/internet-basics/how-to-sync-multiple-calendars-using-google-calendar/

      Reply
  3. Bill says

    February 12, 2017 at 12:26 pm

    i now have many multiple calendars that I could benefit from having a method to manage them so I can have several turn on together while leaving others turned off. Now I have to individually turn each one on or off. Any tools for grouping google calendars?

    Reply
  4. Roger Baumgarten says

    February 17, 2017 at 11:15 am

    How many addresses are associated with your calendars? I do my scheduling via my personal gmail address (both incoming and outgoing invites). But I have two biz-related comcast email accounts–how do I layer them on to my google calendar for scheduling purposes?

    Reply
    • Roger Baumgarten says

      February 17, 2017 at 11:16 am

      And will all of the added calendars also sync with iPhone calendar?

      Reply
      • Hugh Culver says

        February 17, 2017 at 2:47 pm

        Yes, it’s been seamless. Here’s an article on that http://go.shr.lc/1eHYFSI

        Reply
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    in penning this website. I’m hoping to view the same high-grade blog posts from you later on as well.
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