Finding a time to meet with your team can be a boring and time-consuming ordeal. Luckily, Calendar.com has the perfect feature to make this process a breeze: “Find a Time”. In this article, we’ll cover the following: what makes Calendar’s “Find a Schedule” tool unique, the best way for a user to set up their team workspace to maximize the effectiveness of “Find a Schedule” schedule” and finally, best practices. on how to use “Find a Time” – depending on the different use cases.
As you can see in the screenshot below, “Find a schedule” is located in the workspace screen next to the “Schedule” and “Members” icon.
When you select “Find a time”, the calendar takes you to a screen that allows you to enter the details of the meeting you are trying to schedule. These details include the meeting name, meeting location, and meeting duration. Once these are filled in, Calendar takes you to the screen where you can add your members and see their availability.
This is where the real magic happens. When you add a team member, all times they are busy are grayed out and not clickable. Essentially, this means that any times that aren’t grayed out are times when anyone can meet.
In the image below, you can see the first screen of “Find a time”, where you add all the details of the meeting you are trying to schedule.
What makes Google Calendar’s “Find Time” tool unique?
So why is Calendar’s “Find a Time” tool superior to what already exists? The answer is simple: it offers true availability. Calendar is unique in that it has a unified calendar, which means each user can connect as many calendars as they want, in order to affect their availability. Examples of these calendars can be a work calendar, a personal calendar or a secondary activity calendar. This includes Google Calendar, Microsoft Calendar, Apple Calendar, Samsung Calendar, Zoho Calendar, Doodle, Calendly, and Schedule Once.
Most people have more than one calendar to operate from, and with most tools you can only view one calendar at a time. That’s where Calendar’s unified calendar comes in; allowing you to have multiple calendars to display your availability. You are guaranteed that “Find a Time” uses your true availability from all your calendars, not just one at a time.
Since Calendar looks more than just your work calendar for availability, they’ve added an extra layer of security; where when you use “Find a Time” you can just see when people are busy and free. You cannot see the names of the events themselves, keeping all of your personal information from any of your calendars private.
Your team will have the ability to know when you are busy and free but not what you are doing. Of course, if you choose to share your calendar with your team, they can see the events. But with Calendar’s added layer of security, users have the ability to share their true availability, without having to give up their privacy.
In the screenshot below, you can see an example of what a meeting in “Find a Time” might look like with all unavailable times grayed out and one available time selected.
How to maximize the effectiveness of “Find a Time”
Properly setting up your workspace is a very simple – yet essential – way to ensure that you can maximize the success of “Find a Time”. The first thing you’re going to want to do is add all of your team members or people you meet regularly to the workspace. This can be done by clicking on the “Members” icon just to the left of the “Find a schedule” icon.
Once you are in the “Members” tab, you can simply click on “invite users”. From there, you can enter the email addresses of the people you want to be in your workspace. You can add them one by one or you can copy and paste a list.
Then your team will receive an email that they have been invited to join the workspace. When they click Accept, they can go through the quick and easy onboarding sequence of creating their profile and connecting the calendars they want to use for their availability. Once your members are in your workspace, you can then see their availability in “Find a Time”.
This screenshot shows where you can access the “Members” tab in your workspace to add your team and edit their roles.
Preparing team members for success
Another way to set your team members up for success is to make sure you invite them using the email they use most frequently. While they will have the ability to add multiple calendars to affect their availability, events scheduled with “Find a Time” will go to the calendar you are invited to. And by default, scheduled events will also go to the calendar dashboard.
Google Calendar allows users to be named “administrators” or “users”. The person who creates the workspace, also known as the “owner”, has the same capabilities as an administrator. And, they would also be considered the first workspace admin. A few tips for success: Make sure you have the right people as “administrators” and also as “users”.
All members will be able to be used, or they will be granted access to use “Find a Time”. But only admins have the ability to create time slots or invite people to the workspace. So be sure to assign those roles first, starting with who would need them the most.
Maximize team effectiveness
Now that you’ve properly set up your workspace and added your team members, let’s look at some best practices for really maximizing efficiency. A great way to optimize “Find a Time” is to create teams. Teams are groups of people in your workspace who often meet or plan together.
For example, if five people in your workspace are in sales, you can create a team for them. Now, if you want to meet your sales team, you can just type in “sales team”, and it will populate each member of that team in “Find a Time”. As a result, it saves you having to type in each person’s name.
Create your team
Creating a team is very simple; Simply select the “Create Team” icon at the top of the scheduling screen, then add people from your workspace by typing their name into the field.
As you can see in the screenshot below, “Create a team” is located just to the right of the “Members” icon, the “Find a schedule” icon and the “Settings” icon . This is where you will go to create teams from your workspace members.
This screenshot shows how adding “sales team” will automatically populate the entire group, allowing the user to just type in the beginning of the team name. This avoids having to add each person.
“Find a Moment” Best Practices
Another way to maximize the benefits of “Find a Time” is to really know who is in your workspace. Most people think that to be in workspace, you must belong to the same company or group. But virtually anyone you meet on a regular or semi-regular basis can be in your workspace.
Consultants and advisors are groups that tend to encounter this problem. They want to include many people in the workspace, but they don’t want those people to see each other in the workspace. Also, they don’t want their customers to see each other.
Calendar solves this problem by giving you the ability to have multiple workspaces. This allows you to use “Find a Time” with different groups that may or may not be in your current company. Group scheduling can be such a headache, but with this feature, it’s only a few clicks away.
All you have to do to add another workspace is just click on the circle button that shows a “+” on it. This is located on the far left of your events screen – just below the workspace you already have.
Here you can see an example of a user who has multiple workspaces they can use to organize all the different people they work with in different organizations.
Additional Best Practice Tips
“Find a schedule” can also be used for people who aren’t in your workspace, but are still using the calendar. For example, suppose a group of people you’re trying to meet aren’t in your workspace, but are calendar users. You’re lucky; because Calendar is able to use everyone in the system’s availability to “Find a Time”, allowing you to meet a network of hundreds of thousands. So it turns out you can actually see Following “true” user availability than you might expect. This is true for all types of desktop calendars.
Plus, you can even use “Find Time” for people who aren’t in your workspace or Calendar users. In this case, however, their availability would not be displayed. When you add a non-calendar user to “Find a schedule”, a red circle will appear next to the email. This red circle just means that even if their ability is not reviewed, they will still be invited to the event and given all the details.
Below you can see how [email protected] doesn’t have a Calendar account to show her availability, but she can still be invited to the meeting.
In summary, finding a time to meet a group of people has never been easier thanks to Calendar’s “Find a time” feature. Calendar’s ability to show people’s true availability – instead of one calendar at a time – really sets it apart from other related tools. And, with the workspace set up correctly, Calendar can help you and your team become more efficient and organized like never before.
“Find a Time” is just the tip of the iceberg in the scheduling features that Calendar offers. Plus, every workspace user has access to these features, like customizable time slot links that show external users that you’re an entire team is free. This is in addition to access to advanced analytics, so you know how you and your team are spending your time.
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