There are about as many calendar apps on the market today as there are reasons to use them. It seems like every industry has a calendar tool tailored to that market and its own needs, but it can be a pain trying to figure out which one is the best especially for your specific needs. So what’s the best calendar app for the project you’re working on?
No surprise here, we want Woven to be the best of all, and we think we’re very proud of what we’ve built.
We’re all busy these days, whether we’re managing multiple projects, or just trying to find a happy balance between work and our personal lives. We don’t want to cram all of that information into one calendar, but the truth is we only have so many hours in the day and can only be in one place at a time. Woven syncs all of your calendars in one place so you can easily cross-check your personal life, work calendar, and any partners or clients you share calendars with so you don’t double book ever again.
It also offers easy to use but powerful tools for scheduling new events, inviting colleagues to meetings or events, creating templates for events that you frequently repeat, or creating standing pages that allow your colleagues to pick the times that are best to get together.
But it also offers powerful integrations with a number of other tools we’re going to highlight in this post to show you how Woven can create the ultimate productivity stack to help you can fit more productive work – and free time – into your busy life.
Let’s start with the 800 pound gorilla in the room: Google Calendar. Google is everywhere these days, obviously, but GCal might be almost as ubiquitous as their search engine. And for good reason: it’s lightweight, fast, works on every platform and mobile device, and syncs quickly across all your devices.
It can be a bit clunky to use, though, with lots of various settings and preferences to tick off for making an event, and worse, you’re starting from scratch every time.
You might think a calendar app like us wouldn’t want to even mention Google Calendar, but on the contrary, we’re big fans. In fact, we’ve made it as easy as possible to link all your Google Calendars to Woven, sync them together, and add events quicker than ever before with intuitive language-based commands.
Want to have a conference call on Thursday afternoon? Just click the schedule button, hit new event, and tell Woven what you want to do. It’ll offer you a date and time, and well as the ability to tag people you want to invite and the conference app you want to use for the call.
Would you rather let your colleagues pick the time? Create a scheduling link for them to use, or create a standing invitation that people can use to book times in the future. You can even create a standard template for events like calls and lunches that you book most often, then schedule them in just a few clicks in the future.
We love GCal and making it even easier to use.
OK, we’re cheating a little bit here, since Todoist isn’t technically a calendar app (even though it has a calendar view.)
But we’re big believers that your calendar is more than just a place to book meetings and flights. It’s the perfect tool to visualize your time and become a more effective person and professional. As the good folks at Journal put it, “Everything takes time. So everything needs to be on your calendar.”
In other words, if it’s important to you to get it done, it should be on your calendar. At the end of your day (or first thing in the morning if you’re a maverick,) take a look at the list of things you’d like to get done in the next day and assign each of them the chunk of time you think that task should take.
Then, voila: follow along on your calendar throughout the day, reevaluate where you might have over or underestimated how long something would take, and let your calendar guide you through your day.
The longer you stick with this strategy, the better you’ll get at estimating how long projects are going to take and understanding your working style. You can’t effectively use your time if you’re stopping and starting projects constantly because you didn’t understand how long it was going to take you or leave enough time to get it done right the first time.
Let Todoist and their calendar view help you plan your day, and understand your habits, to become a faster, more productive person (And as an added bonus, it syncs to a number of calendar services if you’d prefer to make your list then go back to your app of choice.)
While using your calendar as a to-do list is great for work, it can be a huge help in your personal life as well, giving you more time and headspace to be productive.
I personally love using this strategy to take the stress and overwhelm out of all the packing, errands, and cleaning I have to do the day before a trip. It’s a great way to get your to-dol list out of your head and remind yourself you have time to get it all done.
Tick Tick is fantastic for organizing your life because of its awesome options for coordinating projects with other people and collaborating on the things that need to get done. You can share lists, assign tasks, and your partners in crime can tick things off the list or make notes when they need to.
The calendar view makes it easy to see what everyone needs to do and when they need to do it, whether you’re planning a party or your next product launch.
Getting organized with Tick Tick helps you get more done and leaves more time for the good things in (or, hey, deep work! Up to you.)
Collaboration is critical in modern life, but sometimes tech can make it feel like we’re shouting past each other instead of really communicating. Whether it’s syncing, permissions, file formats, or all of the other little things that can go wrong when a group of people is communicating across a dozen different software platforms and devices, Tick Tick’s sharing tools make working together on a project seamless.
What happens when your to-do list is overflowing, and you’re so worried about the other things you need to do that you can’t focus on the task at hand? Enter Skedpal.
Skedpal takes that mess of tasks and ideas in your head and uses their algorithms to map into time blocks on your calendar. You let the app know when you work best, when you’d like to get done, and any deadlines those tasks have and takes over like your virtual time planner to create a schedule to help you get them done.
Thinking of your times in blocks, like when you’re most productive, when you prefer to do creative tasks vs. busy work, when you want to exercise and have family time, etc, helps you to create a more humane schedule for yourself. Life is busy enough, why not play to your strengths?
If you sit down and take a good look at yourself, you can probably think of a few of these preferences right off the top of your head. For instance, do you do your best work in the morning, or are you dangerous until you’ve had a couple of coffees? Do you prefer to start your day with your biggest task or clear your inbox so you’re not worried about what you’re missing?
Once you’ve tweaked and tested what works best for your productivity, Skedpal can help you schedule workflows for the future as well. Let’s face it: if you’ve read this far about calendar apps, you’re an ambitious, hard working person, and unfortunately, we tend to take on more than we can realistically get done.
That’s why Skedpal built in Weekly Workflows to help you make a realistic plan for yourself. Just set aside some time at the end of each week and build out a list of the projects that you’d like to get done in the next seven days, as well as the things that you might not have finished this week.
Skedpal will prompt you to sort those by how big of a priority they are, and how urgent the time frame is, then suggest a schedule for you for the next week – as well as suggest which things might just not fit. At that point, you can decide whether they should get pushed to the future or just deleted, as well tweak the schedule the app suggested to your preferences.
You don’t have to do it all on your own. Skedpal can help you figure out how to get more done. Let’s review a couple of ways.
Making new meetings a priority
Let’s say you’ve used Skedpal to set up the perfect schedule for your next week, but you’re in growth mode and pitch meetings or sales calls are your top priority. You can use Woven to send invitations to book new meetings whenever is best for your prospect, and by default, those meetings will take priority over the other tasks on your schedule.
The next time Skedpal refreshes your schedule, it’ll automatically rearrange your tasks around that meeting to help you accommodate the new booking. It’ll simply move the task off your calendar at the time of your call and find another place in your week for it.
As you can see, this allows people to book over my Skedpal tasks if that’s the best time for them.
Making space for deep work
Alternatively, let’s say you have a big lift or a tight deadline that needs to be your highest priority for the week. In that case, you’d want to make your Skedpal tasks your top priority for the week so nothing interrupts your most productive hours, but that doesn’t mean you have to block off the whole week.
Instead, you can make your Skedpal tasks a MyTime calendar in Woven to indicate those Time Blocks are not to be changed or moved around. Instead, when you send out a booking link with Woven for a call or meeting, it’ll only show your colleagues what times you have available to squeeze in a quick call and the booking link will respect the time you’ve set aside.
Just click the Add to My Time button seen below:
Want the best of both worlds?
Let’s face it – our priorities and our schedules are rarely so cut and dry. Luckily for us, Woven’s sophisticated enough to let you pick and choose which Time Blocks, and which events, should take priority and let Skedpal and your colleagues figure out where to fit the rest.
If you simply make Skedpal a participant on your calendar in Woven, it’ll be treated like any other member of your team when you’re booking an event. For instance, if I send out an invite to get a coffee with a former coworker, but don’t want it to interfere with my goals for the week, I’d simply invite the friend I want there as well as Skedpal.
That tells Woven I don’t want that chat I don’t want that conference call to supersede the tasks I’ve set for the week, so it’ll only offer times I have nothing going on. Essentially, that makes that individual event treat your Skedpal calendar as if it was an extra person you want to be available for that call or meeting.
As you can see, none of the booking windows overlap with my scheduled tasks anymore.
On the other hand, if I need to have an urgent call with an investor or advisor, I can leave Woven off of the invite and it will default to letting them choose whatever time is best for them. Skedpal will simply rearrange my work for the week around that call after it’s booked.
Last but not least, if we had to choose a calendar app other than Woven to help take control of our time, we’d take Fantastical for a test drive.
In a perfect world, we’d wake up Monday morning with a list of things we needed to do and times we were going to do them, but, well, sometimes life gets in the way.
Whether you’re juggling busy personal and professional lives, working with teammates across multiple time zones when Daylight Savings strikes, or just don’t want it to rain on your company picnic, Fantastical adds a lot of additional information to their calendar so you don’t have to go look it up somewhere else.
With integrated time zones and weather information, you can double-check your plans at the click of a button. If you’re managing a team overseas, it can be a huge help in keeping track of local holidays and supports a number of different languages as well. All of this helps reduce friction in your working life, saving you time and making more space to get things done.
Their Calendar Sets can be helpful as well to keep your work and home calendars from overlapping and turning into a multicolored mess, and you can even geotag calendars to swap from home to office when you walk in the front door.
The truth about the best calendar apps is that they’re just tools, unless you proactively use intelligent strategies to take control of your time. We all have a lot on our plate and a limited amount of time to do it.
Using your calendar to break your day into tasks instead of just meetings, breaking your week into Time Blocks to take advantage of your personal preferences, then using Weekly Workflows to help you stay consistently productive instead of getting overwhelmed, can all help you do the right things at the right time and accomplish more than you thought was possible.
These tools can help you get there.