Wouldn't it be great if there were just one calendar in the world that had every event in the world no matter how large or small? Rather than have multiple copies of events floating around in every calendar program for every participant, you could have one consolidated view of the master schedule so that everyone can be in synch. If someone needs to change the calendar entry, it would be great if everyone else were updated on the change automatically.
Are there Any Good Free Shared Calendars?
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Businesses have had solutions for this for a long time. With solutions like Microsoft Exchange Server, Lotus Notes and others, employees can automatically book time in everyone's personal calendar, automatically update calendars if anything changed, manage RSVP's with ease and book common resources like meeting rooms from the comfort of their own desk or even on the road with a PDA.
For groups of people outside of work, it becomes a lot more difficult. Purchasing and managing an Exchange server like solution is a definite non-starter for even some of the most largest clubs and gatherings. Unlike businesses, most groups have no funds to purchase and maintain such solutions. In addition, they need solutions that require no training. In the business world, there are significant resources for employee training plus the heavy hand of the boss if a solution needs to be adopted. In people's personal lives, there are no such carrots and sticks to compel someone to use a solution. In addition there are so many different types of email applications and "standards" that are in use unlike a business who can consolidate on one solution. This makes synching calendars effortlessly almost impossible.
Shared Calendars Get You Organized
While nobody has come close to a perfect solution, many of the existing shared calendar solutions can significantly help a group get better organized.
Shared calendars provide numerous benefits:
o Single, web-based place to publish the latest information about upcoming events
o Shared editing so that anyone can contribute information about the event
o Sign up lists attached to events so that you can also plan the event all in one place
o Automatically generated invitations
o RSVP's so that you know who can make it
o Reminders so that everyone knows where and when the event is as well as any responsibilities they may have signed up for
Most people have tried using email to coordinate events which is extremely time consuming, particularly if anything changes. Evite handles RSVP's nicely but doesn't have online signup sheets nor does it have any continuity for follow on activities you may want to do with the same people. Other solutions like Google Groups and Yahoo Groups are full of features but are often considered too cumbersome to use. Qlubb is great for most any small to medium sized group who meet regularly.
Each group has its own needs and should carefully consider what solution is going to get them the most adoption, usage and utility. Shared calendars are a great way to improve efficiency (less emails!) while reducing miscommunications and misunderstanding.
Shared Calendars Gets Everyone in Your Group on the Same Page
Andy Yang is an avid club organizer. He works at Qlubb http://www.qlubb.com a site specifically geared to help clubs and organizations get online and organized.
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