Do you still go down to the newsagent at the end of each year to pick up your copy of next year’s Collins Debden diary? Converting to an online calendar is (at least from where I’m standing) a no-brainer. Using an online calendar saves a huge amount of time, but also provides great tools for maximising productivity and collaborating with others. Here are 10 reasons why you need to throw out your paper diary:
1. Plan for the future
Most paper diaries last for 12 months (although, in an effort to sell more merchandise, the Twilight book/movie machine recently released an 18-month calendar!). When the diary runs out, you need to spend hours adding birthdays, anniversaries, staff meetings, etc into the new diary. With an online calendar you can just copy and paste.
2. Set up recurring events
Even better, if an event takes place on a regular schedule (e.g. a staff meeting each Monday from 9-11am), it takes just a couple of clicks to set-up an event to recur as often as you would like it to. This saves the effort of writing in the details of staff meetings to every week of your diary (or birthdays, Bible study or whatever else you do or need to remember on a regular basis).
3. Change recurring events
Regardless of how well organised you are, plans change. The ease of creating recurring events also means that if the details of an event change (e.g. the day or time of staff meeting), you can easily change the details for all future events with just a couple of clicks (saving you the time of crossing out the old details, and then adding in the new details).
4. Collaborate with others
At Church by the Bridge, the staff use Google Calendar to manage church-wide events and bookings for the church and other church buildings. This enables staff to easily see what rooms are being used in a week, and avoids (or tries to avoid) double-bookings. This saves multiple emails back and forth, e.g. “is anyone using the Hub next Monday night?”.
5. Share specific calendars
It’s easy to decide who you would like to share calendars with. For example, you can create a calendar and make it public (i.e. share it with the world), or choose particular people who can view or edit it – e.g. the whole staff team or specific lay people.
6. Embed calendars on a website
For a simple solution for displaying a calendar on your church website, create a calendar using an online calendar and embed the code for that calendar (this is provided for you) onto your website. There are also lots of ways you can customise how the calendar appears.
7. Invite others to attend an event
When you create an event using an online calendar you can also invite others to attend. Just add their email address and they will receive an email with all the details of the event. Also, if they use an online calendar, it (usually) takes just one click to import the event you have sent them straight into their calendar. Through the online interface you can monitor who has accepted your invitation, and allow guests to invite others (if you wish!).
8. View information in multiple formats (day, week, month, 7 days)
Paper diaries come in a fixed format – e.g. day to a page, week to a page. In an online calendar you can choose how you wish to view your event information. On Monday morning as you plan how to tackle the various events of the week, you might like to view events in a weekly format. When you are planning events across a year, you can change the view and look at your calendar a month at a time. Need to print off your diary for the next week? That’s easy too.
9. Multiple calendars for different responsibilities
Sometimes it’s good to keep different parts of your life separate. With an online calendar it’s easy to create multiple calendars (each with a different colour to distinguish it) – e.g. for personal events, birthdays, anniversaries, church events, etc. You can also ‘switch’ calendars on and off – e.g. to show or hide particular calendars.
10. Never forget again!
There’s no excuses for forgetting an event when you use an online calendar. When you create an event you can choose to receive a reminder as a pop-up or email, minutes, hours, days or weeks before the event.
Which calendar is right for you?
For this article, the online calendar solution I’ve had at the front of my mind (and have used the most) is Google Calendar. Other calendar options include Yahoo Calendar and 30 Boxes. More advanced solutions include FuseCal and Jiffle. However for my money (it’s free), Google Calendar is the simplest solution and includes the most common tools you will need to use.
Can you think of any other uses for online calendars?
Or have I missed the mark? Are there good reasons to keep your paper diary out of the bin?!
And Google can SMS your mobile as a reminder for one or more of your calendars – all for free.
I think this is only to some mobile carriers however – I remember looking into this, and discovering that my carrier isn’t supported
Thanks, Steve.
And now with iPhone 3.0 you can access all those Google calendars on the go, synced with your desktop and your phone.
Sounds great, but what about when I don’t have my laptop with me? Sometimes the size and weight of my paper diary is ideal. If I had an iPhone or something that might do the trick, but I don’t.
Many (most?) phones have in-built calendars – my old Nokia did and I was able to add events to it manually, or sync it up with the calendar on my computer…
To join in, I do enjoy using iCal on my mac, as well as the calender on my iPhone, I’ve never had any use of Google Calender, but do enjoy exporting events from Facebook straight into my calender.
However, paper diaries are still significantly cheaper for those who don’t already have a high tech mobile device.
I’m late to the party here. Great article. But can you please tell me what I should use to sync my Google Calender to my 2 year old Nokia Phone? There are a number of free programs but I’m not sure. Oggsync is one.
I’ll follow Ben and get an iphone down the track seeing as I’ve just switched over to a MacBook. But for now I’ll wait.
Thanks
I think that there are still an awful lot of people that like to use a paper diary. I agree with Calum that they are a lot cheaper. There is also something very satisfying about seeing things written down. We have a great range of paper diaries available in our shop, http://www.giltedged.co.uk/shop and millions of people still love our diaries !
I agree with you Anne-Marie that people like to use paper diaries, I’m just not sure they’re that efficient. I don’t think electronic calendars are particularly expensive either – not when most phones come with (increasingly) useful calendar functions. But, each to their own!
Well, I suppose if “efficiency” is the number one priority, there is a bit of an argument toward electronic calendars. (As a side note, “diaries” in American English are only the cute little diaries cute little girls write their cute little secrets in; I think we’d call what you’re referring to “planners.” Threw me off at first; there does seem to be something innately more personal about writing cute little secrets with a cute little pen.) However, I think there are other factors to be considered besides efficiency.
First, they might actually be less efficient for some people — case in point, my mother. She’d go utterly berserk, which really wouldn’t help the efficiency any.
Second, like Anne-Marie points out, there’s just something about writing things down and, might I add, being able to physically cross them off when they’re finished!
Third, who says you can’t use both? Never hurts to have a back-up — what if your electronic system gets damaged and loses all your plans? Of course this can happen to paper copies as well, but it’s no reason not to keep them.
Finally, I think there are some people paper planners are just naturally more suited to. Electronic ones certainly have their place with their sorts of people, but I think there’s something to be said for letting individuals make their choices about which one best fits their lifestyle.
So, I do see and take your points — I just think I’d rather stick with my paper calendar. Besides, it was a gift! (My brother gets me one as a Christmas present every year.)