I work with a team of six people, including myself. Every month we take on a series of tasks for our brand, working to increase exposure, solidify social presence, enhance authority, and generate leads that become conversions.
This is difficult. Not only the tasks we set for ourselves, but coordinating them between six people, three of whom live outside of the country, and three of us who handle matters on a local and national level.
We have been through every possible productivity tool, team management platform, and task manager known to man. We have tried weekly phone meetings with written minutes, expensive software, and oversimplified apps.
It wasn’t until we had been working together more than a year that things finally clicked into place. What actually worked for our ragtag team of global misfits? Google Calendar and emails.
The Simplest Solution
You see, it came down to simple convenience. Having these fancy platforms would work for awhile, but it was a hassle. No one used them for any other work, and they didn’t want to stop using what they had been before.
Some of my team used Evernote, or Trello, or Producteev. I use Todoist. Getting on a whole other dashboard just for our projects and being unable to integrate them into our wider ones made it a chore that no one wanted to deal with.
Google Calendars and emails became the obvious solution for us. Not only was it easy to integrate into different platforms, but we already used both tools on a daily basis. They were easy to sync up on any device, they could be shared and collaborated on. Different calendars could be made, and mass emails sent with a record of the conversation.
To this day, we use this combo for our task list and conversations. Which includes links to event announcements and necessary pending items on the to-do list in emails.
Here is how to link your own.
Step One – Create Event
To create an event in Google Calendars, sign into your account and go to the main Calendars page. There will be a big red button that says “Create”. Drop down its menu and select “Event”. This will bring up a new pop-up.
In the future, if you plan on multiple events, try creating a new calendar using the same Create menu instead. Name is something relevant, such as the project name, and then add events in there.
What makes this convenient if that you can choose to only see that calendar by clicking on the little arrow on each individual one. That will only show you events related to that set.
Step Two – Double Check Details
In the popup that appears when you choose to create an event, you will be able to select your details. These include name, date, time, location, description, who is invited/has to be notified, who can make changes to the event, and if/when it repeats.
One of the most important tasks is to double check these details before sending the notification! While it might not seem like a huge deal (you can send a notification to everyone signed to the event when you make a change), it gets annoying really quick if multiple, changed events are going to your email. Trust me.
Step Three – Create Customized Button For Emails
This one isn’t really necessary, but I like it anyway. Especially if you are sending out marketing or brand emails to customers/audience, and it includes a link to an event. Having a customized button to use is a great way to improve the look of your invite, while making it stand out.
Hubspot has a great tutorial on how to make a bunch of customized templates, and one of them is for invite buttons linked to Google Calendar. It is honestly worth signing up for their newsletter to get it. I have used their templates for a number of things, not just the button.
Step Four – Include The Link
Finally, you need to hyperlink the event entry in your emails. This is pretty self explanatory. Following the link will take them to the Google Calendar entry, or allow them to add it to their own calendar by clicking on one of the button options. They will find all of the information you included there.
I am in love with Google Calendars, and of course we all use email. So using the two for task management, team management, marketing, and audience reach makes perfect sense. Add in the fact that both are free and you have a powerful reason to give it a try.
Have any tips? Let us know in the comments!
By Jessy Troy
Jessy Troy is the blogger at Successful blog, professional writer and freelance editor
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