So my suggestion is:
- When your managing projects with a lot of tasks, and probably multiple team members, you might want to move entries from one day to the other.
- For simpler tasks that just require a few steps, ‘recurring entries’ will work just fine.

I hope this will help!
Andrea

You can do this by:

1) Sharing the Google Calendar with your group of people

2) Creating in the same time block (let’s say 10am) a unique entry mentioning in the description the names and roles of your team members. Entry example: “Andrea: take care of this – Nico: do that – Leah: remember this other thing…etc.”
OR
If the descriptions of each person’s task are too long to fit within a unique entry, I would recommend you to create, within the same time block, multiple entries. Each entry is dedicated to one team member and it includes detailed information about her/his role. In this case, when you are displaying the calendar (in Google Calendar) I suggest you also to view the calendar in “Agenda” mode rather than “Day” mode…so the list of entries will look less chaotic

About notifications:

1) Via email: Once you have created the entry you can click on it and select “Edit event”. From there you will be able to click on “Add guests” and add the email address of who you want to notify about the entry (you can add multiple emails but make sure you’ve first shared the calendar with them). Once you’ve done that you will be able to send them emails about the entry, the handy thing is that the “event information” will be included in your message (indeed just if you want/need it). So you can think of this as some sort of invite to the event you created. I usually send the email/s right after I created the entry so the people receive immediately the info about the entry and save it on their agenda (in case they are not using/familiar with Google Calendar).

2) Via automatic email: This is a bit more complicated but there’s a way to make it work. To do this you first have to sync your Google Calendar with iCal (Mac). I explained how to do this here http://www.andreavascellari.com/?p=3702 (in this post I talk also about syncing the iphone, no worries about that, just focus on Google Calendar & iCal if that’s the only thing you need).

Once you synced the two, you’ll be able to setup email notifications to different addresses directly from iCal.

Here’s the tricky part. You can only setup email notifications to email address that you have saved in your personal address card in the Address Book (on your Mac) – if you didn’t save your personal address card (about you) in your Address Book, this is the time to do it!

So at this point you have 2 options:

2.a) You add the email addresses of your team to your address card in the Address Book. The downside here is that when you share/use you address card for other reasons you’ll end up sharing their addresses too.

2.b) You add to your address card in the Address Book a specific email address that you created for calendar/agenda notifications. It could be something like “only-calendar-no-reply@YourOrganization.com” (got the idea?) basically something that doesn’t look weird when you’ll share your address card with someone else. Then you can setup that email address to forward incoming emails to your team email addresses. At this point when you want to create new entries for your team you’ll just have to setup an (or multiple) email notifications to that specific address ( “only-calendar-no-reply@YourOrganization.com” ).
This way every time an email notification is sent out, your team members will receive it automatically in their inbox.

3) Directly from the calendar: You group/team members can then check the calendar and easily see what they have to do. Easy, simple, fast

I know this process might sound complicated at first, but it’s actually quite simple once you get started with it and hey… if you are a small organization/team, well it’s free
I hope this will help you!

Andrea @vascellari

The one option I would like is the addition of the notes/description for each item within the respective calendar.

Overall though, it’s a great solution!

Welcome to Toledo! Thank you for speaking to the AdClub this afternoon. Great topic and presentation. A++++.

Patrick

Your not crazy, I am involved in the direction of 4 companies and I can honestly say that capitalism has failed. Most of the socio-economic problems exist because we try to artificially balance a defunct system. Granted we need a form of value to trade in, but does the system really need to be so contorted?

I am in sales and have set up a callback calendar as well as a ‘project’ calendar for each pending transaction with delivery timelines built in. 

Such a great idea and it was in front of me all the time. 

-Scott

A big disadvantage I see is to account for entries/tasks that are in the past, e.g. when you forget one, can you be reminded until you “mark” it complete? Do you have any idea on that?