If you’re a small business owner, chances are you wear a lot of hats. You might be responsible for marketing, sales, customer service, and more. It can be difficult to keep everything straight, but luckily, there are some ways to make your life a little easier. Here are 20 tips to help you arrange your unknownorganize calendar and improve your business.

Small business owners must carefully manage their budget whilst remaining as organized as possible. Balancing organization, with smooth operations and maintaining all customer contacts can be a tricky, but essential task. Using more free business tools can help all these operations. Free tools reduce costs, improve operations, and often have the functionality to share data across multiple people.

Your small business might have a good website, which you have spent ages designing and building, so you might want an email address and a phone number to match the business website address. These email addresses cost a premium price and can be hard to integrate. You might need a customer support email, an internal email and then each individual user needs their own email too. If each email address linked to the website domain costs at least $10 a month extra, the costs can quickly skyrocket.

Getting a Gmail account gives access to other google tools and reduces costs. Google docs means that you can share customer data quickly with others in your teams through spreadsheets and reports.

Google Calendar means that your appointments are shared and everyone in the team knows what everyone else is doing, and when they are doing it.

Google Hangouts is available to anyone using their Gmail services, so quick chat, or video conferencing services can be integrated into the daily operations seamlessly to improve teamwork across projects.

Whilst there are several free tools that operatives can use through the Google platforms, there are different levels of usage. Using the free versions means limited functionality, but highly reduced costs. Buying into the services once you have used them and familiarized yourself with them means that you are only paying for what you need, and you are not wasting time and money buying a service or a plan that you then need to learn!

There are several sites and videos available to help train your teams on the Google free tools, so this is one of many articles available to share with your training department about the benefits of using and how to better use the available services so your operations can match the growth of your company. Growth of the company means increased staffing, more customer contact points, and more services and communication channels required. Having a system in place that can scale as you do is vital for smooth operations.

 Using these free tools also means that people can work from home, remotely, and they do not take up much time and effort to set up, and to integrate into your operations. All bonuses for small business owners to take advantage of.   You just must be careful of the increased costs once you have become reliant on the free tools!

Let’s Get Organised with a calendar

Firstly, using different tools takes some organization. There is training time, integrations and sharing data. It is not just click and go, there is planning and organization that is needed, as such, setting up your calendar first is the logical step.  If it is unknown how to organize your calendar, then the other tools will also be a challenge.

Setting up your calendar with birthdays, meetings, anniversaries, and events can be a real help in life and in business. Setting up your own important events keeps your reminders available to you when you are busy. Sharing with loved ones and colleagues helps to minimize the inorganization and keep things focused.

You can link your calendar to your emails, and other notifications so you never forget those important dates again. Buying tools for your business also means having contracts in place and negotiating the best prices for these contracts can be supported by better organization. Putting the dates of when you started and when the contract will expire will mean that you can reduce the costs by extending the existing contracts, or shopping around at the most convenient time.

Synchronise

Connecting your social media, phone, personal email, work email and family events means that all applications are synchronized and working together. This means that you do not miss events but also means that you get the most out of the free tools available. You can match up with friends, family and work, sharing what everyone is doing and combining knowledge. Having strong synchronization in place means teamwork is working even better.

Time it right

Do you have friends or colleagues in different parts of the world? Knowing when they are awake, online and working can help to keep communication going and smooth. The Google Calendar has a handy built in feature to help to control and keep yourself aware of different time zones and to see when everyone is available for work. Synchronizing the calendars of everyone helps to keep everyone aware of when is best to communicate, and how! You do not want a phone call in your sleep, but it is nice to wake up to reports and to updates!

Having a quick glance down everyone calendar can help to plan the day, and really helps remote workers to remain a part of the team. During the pandemic, people lost touch with their colleagues and their jobs, so having any tools that keep people involved and an important part of the team helps!

Managers and company owners are always busy people, so knowing their calendar helps to book that all important time slot with them to keep them updated on what is going on, and to stay in touch with the teams! The synchronization and the time management element of Google Calendar keeps the unknown, known.

Where in the World are you?

During the pandemic people travelled back to foreign countries, or back home. They explored where they can because they do not need to be in the office. Working with overseas teams or businesses, it is nice to know the unknown, and this can be done through the Google Maps link to the calendar.

Booking an important meeting with a new business means travelling to a new place, and if you do not know where you are going, having an efficient link up with Google maps can guide you to the place in a timely manner.

Working with new people or getting people to come to your office for an interview or for business meetings can also require travel logistical planning. Knowing the roads, maps, journey times and routes to take helps to keep business efficient and manage the unknown organizational points that can pop up at any time. Managing the unknown, helps to keep in control of the known!

Using the link to Google Maps for all parties for the meeting can help to make sure that people arrive on time, and you have the ice breaking conversation of road journeys and if they found the place OK.

Do you prefer Virtual or Face-to-Face?

Remote work is now more popular than ever! People and businesses have got used to virtual meetings, zoom, teams, Google Hangouts are all a part of everyday conversation in business.

Freelance workers are more common place in business these days, everyone is getting a PA or a VA to support them, and to complete the tasks that are labor intensive and time consuming. Sometimes it can be hard to know how to book events or meetings, how to share the link, how to set the right time zone and how to ensure that people are aware of the meeting.

Using Virtual meetings or virtual conference calls through your Google Calendar is simple and fast. There is a line to be completed that automatically links to Google Hangouts and shares it with anyone linked to your calendar. If everyone is on Google, everyone’s calendar gets updated with time, location, agenda, and discussion points of the meeting. Everyone knows who is in attendance and who has had to drop out at the last minute!

Using Google Free tools links everyone using the tools together so when an event is planned, there is no need for the texts, phone calls, reminders, and emails to chase up attendees and topics.  Gifts can even be sent through the calendar, so you can share screen shots and screen savers with your colleagues!

What can you attach?

Using Google free tools means that you can send an email or a calendar link and attach all the important information to the email. People need to know that there is purpose to the meeting, they need to know that their input is valuable and that they are playing a part in the meeting.

Having the agenda ahead of time and sharing a Google Doc to the agenda means that people can add what they want to speak about to the agenda, and they can also see what is being discussed and assess if it is the best use of their valuable time to attend, or if they can just drop a note next to each point and not attend the meeting. Knowing the unknown, before it is known, means that people can share their time and efforts, more efficiently.

Adding Video links, attaching presentations, giving alternative meeting points, and adding the pictures and the notes of previous meetings means that all meetings are more efficient, and people are more engaged in the process. There are even tools like HUGGG whereby you can add a gift or a free cup of coffee to the meeting, or have food delivered to the attendees after the meeting as a treat, or a thank you for attending!

Are you coming or not?

There are people who you need, there are people who you would like to invite and there are people who will feel left out if you do not invite them. Google Calendars have the option to add participants and select who is vital to the meeting and who is optional to attend.  This gives people the option or keeps them informed of what is going on. Business owners like to know what is happening, but they do not always have the time to attend meetings, especially if they can check the attendees list and the agenda, to see if it is important for them to be there!

Project managers need to know what is going on with their project and who is still involved in the process, but they might be busy in meetings or at appointments and can not attend. Having the invite helps, keeping the agenda helps and being able to add notes or questions to the process is vital for better organization.

It’s that time again…

This can be something to look forward to, something to build your week around, or even something to avoid. If you know when the meeting is, and every Friday at 4pm we have a meeting over a glass of wine to review the week and plan for the weekend, you know if you want to attend, or give it a miss. Having a placeholder meeting once a week is vital to team communication, and to keeping everyone involved and updated, but it can also be something that you do not wish to attend because it is losing the effectiveness!

Through Google Calendars it is possible to set to repeat.

If there is a meeting every day at 9:30am, set it to repeat. If there is a meeting every week at 4:30pm, set to repeat. If there is a once-a-month meeting with stakeholders, and investors, set to repeat! There is no need to continually book and re-book the appointment, it is automatically done for you and synchronized to your calendar!

Who’s meeting is this anyway?

We all have experienced managers who set meetings and then something comes up. They need to pass the Unknownorganize calendar control to someone else because they are suddenly busy and something has changed.

Last minute changes in other applications are difficult and sometimes means that the event has to be cancelled, re-booked and we have to gather everyone’s email address all over again. Simply changing the owner of the meeting to someone new means that the Unknownorganize calendar filter can change to someone else, and the meeting can continue onwards and upwards!

Maybe the owner of the meeting has a booked holiday, they need to take that week off, so it is a simple click of a button to switch the Unknownorganize calendar operator from them to someone else!

Double Booking

Yes, let’s have a meeting. You will say this before looking at your calendar to say when you can have the meeting. I am free at your convenience is another common Unknownorganize calendar error! If you know your availability and it is always on hand, it is much easier to book appointments at the right time, when you are free. Saying that you are free when you are not looks unprofessional and makes it seem that you are desperate for a meeting and then you are disorganized to attend it! If you already have a meeting at the time that they are suggesting, you can see it as a notification pop up on screen to stop you from booking that time slot again. You know who your meeting is with, where it is and how long it will take, so you can give the new business the attention it deserves by booking a better time slot, and allocating enough time for them.

Double it up

Meetings change, time changes, and things pop up. There is a handy “Duplicate” process within Google Calendars to help you to manage Unknownorganize calendar events. The meeting might be the same, the agenda might be similar but the time has to change, so clicking on duplicate means that you can copy the email addresses, names, phone numbers and agendas and easily move it to the more convenient time slot.

You might need to have the same meeting again and again, especially if people are not paying attention the first time around, or if the project is a repeating project. Duplicating the meeting helps this process.

You might have multiple teams in different time zones or offices that you need to keep informed of the same processes and updates. Duplicating the meeting means that the agendas and the content are the same, so everyone is being treated equally. It is not good to show one team more respect and favors than the other!

Oops, I forgot that…

We have all accidentally hit the delete key in the daily rush to manage time and jobs! If you accidentally delete something that is important, there is a simple option to recover deleted items from your Unknownorganize calendar options. You can see who has deleted it, when it was accidentally deleted and can make it live again.

As long as you recover it within 30 days, it is stored in the deleted items and easy to find again. If it is more than 30 days and nothing bad has happened, maybe you are not the only one to have deleted it!

This can even mean recovering multiple deleted items. If you change laptops, or spill coffee on your keyboard, or like so many, your child has hit the delete key for you, recovering Unknownorganize calendar issues is as simple as a click of a button, and selecting all the events that have been accidentally deleted.

Add extensions

Do you know that Google Chrome has extra additions and extensions that can help to make life even easier?  Adding this extension to your Chrome browser means that your calendar is even more accessible than before.

If you are doing last minute research for an important meeting, it is there in your browser to help keep you reminded of upcoming meetings and events.

To you, to me.

Adding in your conferencing software like ConxHub for group calls can be a simple integration that keeps everyone engaged and talking to each other. Your conferencing number and link is always available and saved in your calendar for everyone to use. It is awful when Unknownorganize calendar errors occur and you have to go back through saved items to find the number and the process to attend. Having it integrated into the event keeps life easier!

The link is saved in the ADD ON tools for easy access and simple reminders and can be seen how many times it has been used through the schedule history and meeting scheduled in the past.  Most businesses like to keep tabs on when they had meetings and who attended, especially hen it comes to knowing who is involved in meetings and who is avoiding their work!

Reviews can repeat.

This may seem similar to the duplicate feature above; however, it is specifically for reviews that need to be made of your on-going work to keep you up to date with your time frame for completion. Personal updates rather than shared updates keep you on track with your Unknownorganize calendar issues. You can keep up to date with your own progress through your projects and you can build in reminders when you feel that the mile stone should have been reached. 

Having team reviews repeat, personal reviews repeat, reviewing your work repeats, and monitoring progress on both personal and professional matters requires regular reviews. This feature helps you to review where you are.

Is it finishing time yet?

If you work an 8-hour day, you can monitor how much time towards that 8hr day you have completed. You might get paid on an hourly rate, and only want to do 8hrs, but you could spread those 8hrs over 14hrs of awake time. Knowing how much time you have spent in meetings, on a specific project, on the phone or doing different tasks can help to manage your invoices and make you more efficient.

Freelance workers need to factor into their work the different times that they spend on things that might not be productive. and that’s the main reason for unknownorganize calendar. It is still work, but the employer might say that they are not paying you until you are productive. This needs to be monitored in case employers are making you do work that you are not getting paid for!

Managing your time through add-ons like Toggle or other such time management tools keep you efficient and keep you aware of where you are spending your time and what you are doing with your time.  Time is money, so let’s manage it better!

What is your status? Are you available?

Setting a status to say “Yes, I am here and working” shows managers and colleagues that you are available if needed.  There are multiple status settings that can help people see at a quick glance, if you are available for work, in a meeting, on a call, away from your desk, on lunch, on a 15-minute break or have finished for the day.

These status updates can be colour coded or can have quick messages for people to easily see where you are and what you are doing.

These status updates can be customized so you can say “researching” or “talking to a prospect” and make it even more granular than the simple and pre-created status settings.

These status updates are available on your calendar, and anyone synched to your calendar can see your status updates and can see when your status changes. This is important so they know when they can contact you, especially if it is an urgent matter and they are waiting for your status to change so they can call, text, message or shout you!

Customizing these statuses helps people know how you are managing your Unknownorganize calendar events and your international calls with ConxHub. You could have updates and status events to say which country you are calling, how long you expect the call to be and when you will be free again.  Which number you are using through the ConxHub multiple number options can also be integrated.

Outlook or Google?

If you have set up on Outlook, or a different email provider, you can port all emails and accounts over to Google quickly so that you are removing the Unknownorganize calendar issues and keeping everything in one place. If you start your business in one direction, but then it moves in a different way, having the flexibility to be able to port and move things around greatly helps keep efficient communication going.

How many calendars do you have?

ConxHub recognizes the need to keep things compartmentalized and knows that people have multiple calendars. You might have one for work, one for the kids’ school, one for home and one for your own complicated personal life. Having them all in one place helps to keep an eye on what is going on and who is supposed to be where. You could add in your partners calendar, and you could add in the school calendar for additional organization. Your business events might have a social calendar and might have an operations or work-based calendar. With a lot of schools offering home schooling, you might need to combine that into your main one too. With your wife being busy, your kids having their hobbies to attend, and exams coming up, it is important for a busy business owner to stay on top of all events.

Now that international travel has opened again, it is important to make sure that international events are added in too. Maybe you are working with an overseas business, so you need to be aware of their national holidays and their customs, adding in international holidays and calendars keeps international operations running effectively.

Drag, Drop, Pop and Present.

When there are important events that must be added into your Unknownorganize calendar boxes, you need to be able to do it quickly and without needing to spend too much time and effort over it. Using the drag and drop feature means that you can simply add in a PDF or the invite into the right space and you do not have to spend time typing up the event and adding in the right people.

Drag the content, drop it into your calendar, pop it up and present it to people sharing your space so that everyone can attend, or at least be aware of the important event.

Short cuts are even better.

Everyone knows the copy and paste keyboard short cuts, but did you also know that there are short cuts for your calendar too? Pressing the t key moves to today. Hitting the g and then a number moves you to GO to the date selected. There are several other short cuts that you can use whilst navigating your calendar.  The C key helps to create events. The E key helps to edit an event. If you click on the short cuts, they can be used to help you to improve usage of your calendar and any others that you have synched with.

Dictaphone Calendar

Hey Google, there is an important event at 8pm on Tuesday.

And it gets added to your calendar if you have set up voice commands. You might look a bit silly walking round talking to Google, or you might be someone with a busy mind and you need the ability to always add to your calendar events and updates and reminders as quickly as they pop into your head, otherwise they could be missed or forgotten. 

Just be careful what you say when the voice commands are on, personal stuff should be kept personal! Even from google!

Top 20 charts for unknownorganize calendar

Above are the top 20 reasons why it is best to maintain your calendar, there are several more reasons and tools that you can use to improve your organization, but let’s keep things focused to the top 20 and then see how they can impact on your life and your business.

For organizing your calls, use ConxHub.

For organizing your life, using a calendar really does help!