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Shared company calendar: how to create it and make it work

Team Kamzan

  • Kalendo
  • Organizzazione

A shared company calendar is the calendar where the team sees meetings, absences and joint commitments. To make it work you need three things: decide what goes in it, decide who sees what, and link it to the calendars people already use. Otherwise it becomes yet another tool to update by hand.

What it is for

  • Knowing who is available without writing to everyone.
  • Scheduling meetings without endless messages.
  • Seeing absences and closures before taking on a commitment.
  • Coordinating departments on shared deadlines and events.

How to create it in 5 steps

  1. Decide what goes in: meetings, absences, closures, project deadlines.
  2. Create separate calendars, for example by department or by meeting room.
  3. Decide who views and who edits: read-only is enough for most people.
  4. Link the existing calendars, so nobody has to write things twice.
  5. Write a few rules: how events are named and who updates them.

Who should see what

Not everyone needs to see everything. Often the team only needs to know that a person is busy, not with whom or why. Keep work calendars, which are shared, separate from availability, which can show just “busy”.

Many people already use a calendar. So it’s best to choose a tool that syncs both ways: an event created on one side also appears on the other. That way people keep working as they’re used to and the shared calendar stays up to date.

The most common mistakes

  • Putting everything in a single calendar: it becomes unreadable.
  • Giving everyone edit access: events change without anyone knowing.
  • Double entry: if events have to be retyped by hand, soon nobody will do it.
  • Vague titles: “meeting” tells nothing to whoever is looking.

The company calendar with Kalendo

Kalendo is Kamzan’s calendar for teams. You can share a calendar read-only or with edit access, and link it to Google and Outlook. With the Company calendar extension, the team sees who is busy, never the details of the commitment. For booking appointments with people outside the company there are booking pages.