6 powerful Google Calendar hacks to boost productivity and maximise your day
Are you struggling to keep track of your busy schedule? Look no further than Google Calendar! This handy app is a must-have tool for anyone juggling multiple tasks, meetings, and appointments. But did you know that Google Calendar has a range of hidden functions that can help you maximise your productivity and take your schedule management to the next level?
In this post, I'll reveal six of the best Google Calendar functions you might not know about yet, from receiving a daily agenda in your inbox to integrating with other apps. Get ready to supercharge your productivity!
Keep in mind that while many of these features are available to all Google Calendar users, some may require a paid Google Workspace account.
1. Have a daily agenda sent to your inbox
Stay on top of your busy schedule with Google Calendar's daily agenda feature. By receiving a daily email containing all your events for the day, you can start your day with a clear plan and never miss an appointment or deadline again. Setting up your daily agenda is easy:
Go to Settings ⚙️> Settings.
On the left under Settings for my calendars, click the calendar for which you want to set up a daily agenda, and then click on Other notifications.
In the Daily agenda field, click the Down arrow 🔽 next to None and select Email.
If you have multiple calendars, you'll need to set the daily agenda for each one.
Once you've set up your daily agenda in Google Calendar, you'll receive an email each morning containing all the events you have scheduled for the day. This is a great way to start your day with a clear plan and ensure you don't miss any important appointments.
But why stop there? You can take your productivity to the next level by setting up an email filter to automatically forward your daily agenda to your team. This way, they'll know when you're available for meetings and can plan their day accordingly.
By using Google Calendar's daily agenda feature, you can stay organised and in control of your schedule, even on your busiest days.
2. Share your calendar with your assistant
Sharing your Google Calendar with a personal or virtual assistant can be a game-changer when it comes to managing your schedule. By giving them access to your calendar, they can see when you're available and help you stay organised. Plus, if you're comfortable with it, you can even let them manage your schedule by allowing them to respond to invitations and create and edit events on your behalf.
To share your Google Calendar:
Go to Settings ⚙️> Settings.
On the left under Settings for my calendars, click the calendar you want to share, and then click on Share with specific people or groups.
Click on the Add people and groups button to display the Share with specific people window.
Enter the email address of your virtual assistant (or anyone else you want to share your calendar with).
In the Permission field, click the Down arrow 🔽 and select the appropriate permissions. You can choose from a range of options, from simply viewing your calendar to making changes and managing invitations.
Click on the Send button to confirm.
Why not share your calendar with family and friends too so they can see when you’re free to catch up? Just be careful to set the right permissions when giving them access. You don’t want them to accidentally cancel that client vital meeting you’ve spent weeks organising!
Collaborating with others is made easy by sharing your Google Calendar, helping you stay on top of your busy schedule with ease.
3. Colour code your events
Colour-coding your Google Calendar events is a simple yet effective way to stay organised and save time. While you may know you can set different calendars to display in different colours, you can also colour-code individual entries within the same calendar.
This feature is especially useful if you have multiple clients or projects and want to easily differentiate between them. To change the colour of an event, simply right-click on it and select the colour you want it to be. You can also change the colour when creating a new event via the drop-down menu at the bottom of the pop-up window:
To take it a step further, you can even assign labels to colours to classify your calendar entries. This is particularly helpful if you want to review how you spend your time using the Time Insights feature. Head over to the Google Calendar Help for further information.
Colour-coding your Google Calendar events is a simple yet effective way to streamline your schedule and stay organised. You'll be amazed at how much easier it is to navigate your day!
4. Add attachments and meeting notes
Adding attachments and meeting notes to your Google Calendar events is a convenient way to keep all your essential information in one place. When adding an entry to your calendar, you can either type in a description, or click on the Add attachment button to upload any relevant files, such as meeting agendas or client proposals.
Another cool feature is the Create meeting notes option. This will open a new Google Doc where you can type notes and ideas in preparation for the meeting, keeping all your information in one place.
By leveraging the attachment and meeting notes features in Google Calendar, you can stay organised, prepared, and on top of your tasks and appointments. Give it a try and see how it can streamline your workflow.
5. Set an out-of-office
Everyone sets an out-of-office on their email account, but did you know you can set up an out-of-office on your Google Calendar? Setting an out-of-office on your Google Calendar is a great way to let others know when you're unavailable and avoid scheduling conflicts. It's incredibly easy to set up and can save you time and hassle in the long run. Setting an out-of-office is incredibly easy:
Click on your calendar on the day your holiday or time off starts, and then select the Out of office option at the top of the pop-up window. By default, the name is Out of office, but you can change it to something more specific if you prefer.
Set the dates you'll be away and enter a short message that will be emailed to anyone who sends you a meeting invitation during that time.
Optionally, adjust your privacy settings to control who can see your out-of-office status. Then click on the Save button to confirm.
With your out-of-office set up, anyone who invites you to a meeting during that time will automatically receive an email letting them know that you're unavailable. The meeting will be declined, and the organiser will be alerted that you're unable to attend.
By setting up an out-of-office on your Google Calendar, you can effectively communicate your availability to others and avoid scheduling conflicts, saving you time and hassle when you’re back in the office.
6. Integrate your calendar with other apps
Integrating your Google Calendar with other apps is a great way to streamline your workflow and save time by keeping all your important information in one place. Many popular apps offer integration with Google Calendar, allowing you to seamlessly switch between different tools without losing track of your schedule.
For example, linking Trello or Asana will add your tasks and projects directly to your calendar, making it easier to see everything you need to do in one place. And connecting Slack will automatically update your status based on your calendar, so others know when you're available to chat.
Start using Google Calendar integrations with your favourite apps today and improve your productivity. Give it a try and see how it can help you get more done.
With these six Google Calendar hacks, you can supercharge your productivity and take your calendar management to the next level. So why not give them a try and see how much easier it is to navigate your day? And if you're still struggling to manage your schedule, get in touch to learn more about our virtual assistant services. We're here to help you free up your time and achieve your goals.
TLDR: Are you a busy freelancer or founder struggling to manage your schedule? Discover 6 hidden Google Calendar functions that can help you streamline your day and boost productivity. From receiving a daily agenda to sharing calendars with your team, setting an out-of-office, and integrating with other apps, these hacks are sure to make your life easier.
