I used to think that Google Calendar was just for looking at dates. That was until I started using the Google Workspace. Meeting invites in funky colors would pop up in my Calendar and I could see other people’s schedules while adding them to an event.
It was fun until I saw my manager doing so much stuff with Google Calendar for which I used a gazillion other apps. My manager was hella organized and would optimize time like no one else. Imagine my shock when I found out he was using Google Calendar as a productivity tool.
Let us get into all the hacks I learned from him for using Google Calendar to be more productive.
But before that, it is important to sort out all the basics first. Since Google Calendar is a cloud solution, therefore it is not functional offline. You need a stable internet like Xfinity that is dependable and has high speeds so that you can keep using it. I have also found Xfinity customer service to be really helpful for any issues I face. They ensure you are not disconnected from your online world for a long time and solve the problem as soon as possible.
1. The Magic of Default Reminders
Do you have several tasks to tend to and often miss out on important meetings and events? Do you find it draining to set manual reminders? Try default reminders in Google Calendar. All you have to do is go to settings i.e., the gear icon, and go to ‘Settings for my Calendar’. Click on your calendar and then select ‘Event notification’.
After clicking on ‘Add Notification’, you will see the options for all the ways you can get a reminder for your meetings and events. You can also choose the time as in how many minutes you will get the reminder prior. From there on, reminders will be added to every Google Calendar event automatically.
2. Create an Event by Speaking
We are all familiar with Google’s voice command features and how cool they are. Google Calendar lets you create a new event without opening the app or the web browser. This is a great option if you are really busy and do not want to switch windows on your device.
Just say ‘Hey Google’ and give it instructions to create an event like ‘create an event for tech-standup for next Friday at 10 am’. Your event will automatically be created and you can even add people in it through voice commands.
3. Customize your Calendar View
We all have different preferences when it comes to calendar layouts. Some like the daily one, while others may prefer the weekly or monthly one. You can customize your Google Calendar with five views i.e., by day, by week, by month, by 3 days, and even by schedule.
This helps you streamline your tasks without getting overwhelmed by the lower-priority ones. You can even hide your weekends, for a more clutter-free look.
4. Get Your Agenda via Email
Imagine getting your daily agenda in your email inbox like a newsletter. Google Calendar does that for you. You can set up your daily agenda to be sent to your inbox.
All you have to do is go to ‘Setting for My Calendars’, select your name, and choose ‘Other Notifications’. Then you select ‘Email’ from the ‘Daily Agenda’ field. And voila! You will start receiving your daily agenda via email. Cool, right?
5. Save Time with Recurring Events
The recurring events feature lets you set up an event one time for events that recur often. Like daily standups, and weekly team meetings. This means you don’t have to set up an event every time before the meeting.
You can set the frequency and the period of repetition as well. Just mark the event as a recurring event while creating it and then select the frequency of repetition like weekly, daily, monthly, or custom.
6. Keyboard Shortcuts Save Time
Google Calendar has a variety of keyboard shortcuts, to help you save time. This also helps you easily navigate through your Google Calendar easily. Try some of these right now:
- Pressing c lets you create an event
- Pressing a lets you view your agenda
- Pressing d lets you view the daily calendar view
- Pressing m lets you view the monthly calendar view
- Pressing e after selecting an event lets you see its details
- Pressing / lets you do a quick search within your calendar
Wrapping Up
These hacks are just the tip of the iceberg. There are still many more ways you can utilize Google Calendar for work productivity. All you have to do is play around and figure it out. Trust me, it’s easy. Here’s to workplace productivity and efficiency!
