How to Use Google Calendar as a Project Management Tool

By Melisa

Last updated on Apr 15 2020

How to Use Google Calendar as a Project Management Tool

How to Use Google Calendar as a Project Management Tool

 

The first thing that comes to your mind after hearing Google calendar is that it is to show dates and might not serve any other purpose. The idea of imagining it being used as a Project Management tool sounds like awhile dream that would never come true. But honestly, there is hardly a better manual project management tool than Google calendar. It is a simple yet powerful tool of project management as it helps a lot in managing appointments, sharing dates and information, having searchability and many other things. 

 

Ways to Use Google Calendar as a Project Management Tool:

 

  • Make individual calendars for individual projects- Follow a proper syntax differently for different projects. Name each calendar with the year accompanied by the project name. By doing this, you would make it easier for you to find the file and work accordingly.

 

  • Sharing with your team- The next task on the line is to get your team members involved in the process. Share the calendar with them so that they are updated with the timeline of the project. Perfect lines are looking forward to staying up-to-date with the proceedings of the project share it with them as well. Many clients indeed have the habit of monitoring the whereabouts and progression of the project that they have handed over to you. It’s nothing personal, and it is just out of concern.

 

 

  • Updating timeline- The next step is to place tasks on the calendar. By doing this, every calendar would turn into a very detailed and updated timeline for the project. Set up the agendas properly as they are really valuable in conveying the deadlines of the assigned tasks to your team.

 

  • Manage the access of your client- There is absolutely no problem in sharing the information about the project and its deadline with your client. After all, they were the ones who selected you for the job. But sometimes, its quite difficult to write it in a language that is understood by your client. This is because the instructions that you would be providing to your technical team specifying the technical details cannot be in the common, understandable language. It is of a higher level. In such scenarios, make sure to create two different calendars. Create one calendar for your technical team with all the details that they need and a second calendar for the clients consisting of information like the details of deadlines, key data, meetings to be held and the periodic results.

 

 

  • Help in problem-solving- When any problem is identified by a member of the team while working upon their assigned task, they can add this problem as an all-day entry with his / her name to it. Any other member of the team who could take care of the problem could either suggest it over there or solve it by themselves. Mark the entry as ‘fixed’ when the problem is solved. But, is the problem is not solved by the end of the day, we can move it by clicking and dragging it to the arriving day or to any different date. This gets the team more involved with each other by helping each other out.

 

  • Use hashtags- Adding hashtags to your calendar data converts it into a powerful database. Overtime when we need to find some data from our previous project, we can use these hashtags to search for tracking them down. To do the searches in future convenience, add unique hashtags to different projects.

 

 

  • Data can be converted to PDFs- Every detail that you put 10 file building of your project management calendar is printable and can be exported to the PDF format. Pdf format makes it easier to summarise your work to help you list out the tasks related to the project which you are going to do in your future. Is there is also a savior when you are going to work with clients and external teams as they are going to ask for your sample projects? Having papers handy in the form of a printout is great to serve the purpose.

 

If you are looking for a tool that enables you to manage the team properly, keep an eye on the deadline and provide relevant data of the project to you and to your clients then, this is just the tool for you. What makes Google Calendar stand out as a great project management tool is its simplicity and easy to use interface.

To learn about project management tools and techniques, you can take up Project Management Training from a reputed training institute. Sprintzeal is a registered training provider of PMI, the governing body of PMP certification. We offer PMP certification training all across the globe.

You can explore several other certification training courses offered by Sprintzeal to find the one that suits your career best.

For Project Management Professional (PMP) certification training details, you can reach us at Click Here or you can also chat with our course expert to get instant information.

 

About the Author

Sprintzeal   Melisa

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