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Shared schedule app: a valuable tool for asynchronous teams


May 30, 2024


May 30, 2024

A shared schedule app is a must-have tool for any modern workforce, but especially for flexible and hybrid teams that work asynchronously. With different working locations and timetables, employees need to have a clear idea of when and where they can find their colleagues to discuss and work together efficiently. A collaborative calendar is a valuable asset for creating structure and transparency while removing stress and frustration in a flexible work environment. 

This article discusses the benefits of using a shared schedule tool and the key features to look at when choosing the right one. As workspace booking goes hand in hand with flexible scheduling, we will also share with you how you can use the deskbird weekly planning feature to handle your hybrid team’s calendars. Are you ready to discover how this tool can help you improve time management while boosting collaboration and avoiding scheduling conflicts?

What is a shared schedule app?

A shared schedule app is a digital tool that allows multiple users to view and manage a common calendar. Users can create events, set reminders, and assign tasks, with updates reflecting in real-time across all participants’ devices. This facilitates group coordination and communication, ensuring everyone is aligned with meetings, deadlines, or social plans. Centralizing schedules reduces conflicts and double bookings, promoting efficiency and collaboration in professional environments.

What’s the purpose of a shared schedule calendar, and how can it benefit flexible and hybrid teams?

Increasing transparency and trust

In a hybrid workplace, a shared schedule calendar fosters clarity by making everyone’s commitments and availability visible to the team. This clarity helps align schedules, set realistic deadlines, and reduce the likelihood of overbooking or miscommunication. Employees are informed about colleagues’ workloads, working locations, and absences, thus promoting a culture of transparency and accountability. A shared scheduling tool also enables fair task distribution and collaborative planning. This boosts trust, which is essential for a cohesive and productive work environment.

Facilitating hybrid teams’ collaboration

Maintaining efficient collaboration in a flexible work environment is not always easy. A shared schedule calendar helps employees know who is working on what, where, and when. It synchronizes in-office days, virtual meetings, and project deadlines across different time zones and locations. This visibility ensures everyone, regardless of their work setup, is informed and can participate effectively. It bridges the gap between physical and digital workspaces, enabling seamless collaboration. The timetable acts as a referring point, allowing team members to coordinate efforts, respect each other’s time, and maintain a cohesive workflow.

👉 Read more about asynchronous collaboration!

Calendar on laptop
Work schedule on laptop

Enabling greater organization

When working hybridly, organization is key. A shared schedule app facilitates this key aspect by centralizing appointments, tasks, and deadlines in one accessible place. It gives a clear structure to the day-to-day operations, enabling leaders and team members to see the big picture of their timetables. The app’s reminders and notifications keep everyone on track to reduce the risks of missed meetings or double-schedulings. It also provides hybrid workforces with a tool that allows them to organize their agendas and collaborative tasks according to their colleagues’ calendars. Such a well-structured organization removes stress, fosters better task management, and prevents feeling the frustration of coming on-site for nothing when all your workmates are working from home.

Avoiding scheduling conflicts

A shared scheduling system also helps avoid conflicts for hybrid employees by providing a real-time, collective view of each person’s commitments and availability. As meetings or deadlines are changed, the tool instantly reflects these updates, preventing double booking and overlap. This is especially critical for flexible teams that operate across various locations and time zones, ensuring that on-site and remote activities are harmonized. Consequently, this tool facilitates smooth and efficient coordination among all team members.

💜 Discover the best practices to handle scheduling conflicts at work

Improving time and task management

With shared scheduling software, leaders and employees can visualize and align their priorities by adjusting their schedules. For instance, if a team manager sees that some team members’ timetables are already packed with multiple tasks, they can balance the workload among the rest of the team better. This enables efficient assignment allocation with clear deadlines and prevents bottlenecks. This real-time transparency simplifies planning, ensures that everyone is working toward common goals, and aids in meeting objectives more effectively, optimizing the overall use of time.

How do you choose your collaborative calendar, and what are the key features?


A good shared schedule app must be user-friendly, meaning it should have an intuitive interface that employees can navigate with ease, regardless of their tech proficiency. Concretely, this translates to simplified event creation, effortless task editing, and quick viewing of the team’s calendar in just a few clicks or taps. Minimal training is required to use the tool effectively, reducing onboarding time and increasing the likelihood that people will consistently engage with it to manage their time and collaborate with colleagues.

👍 Request a free demo of the deskbird app to discover how to create a weekly schedule in just one click!

Team collaborating in person
Team collaborating in person


Flexibility has been on everybody’s lips lately, and this describes how the future of work will look in the upcoming years. Flexibility is also important when choosing your workplace technology. A good shared schedule app must offer configurable features to fulfill the diverse needs of both employees and businesses. This versatility means users can tailor the app’s views, notifications, and permission settings to match their specific roles, workflows, and priorities, enhancing individual productivity and team coordination. Customization ensures the tool adapts to the company’s evolving processes, not the other way around. It enables a personalized experience essential for user adoption, satisfaction, and the organization’s overall efficiency.


Seamlessly synchronization with a company’s broader tech infrastructure is also a key aspect to look at when picking your shared schedule app. This feature ensures that calendar events, tasks, and reminders align across all systems, from email to project management tools. This synchronization is crucial as it prevents data silos, reduces manual entry errors, and saves time for employees who no longer need to switch between different apps to update or access information. For organizations, such sync supports data cohesion, streamlines workflow, boosts productivity and provides a clearer picture of company operations.


A top-tier shared schedule app must also offer robust integration options. Like synchronization, this aspect is vital for employees and companies to maintain a harmonized digital ecosystem. By embedding with other tools such as email, project management software, or communication platforms, it allows for automatic data syncing, minimizing the effort to update multiple systems manually. For your staff, this means a more cohesive workflow and, for you as a business, a boost in productivity as time is freed from administrative tasks. Integrations ensure all your digital infrastructure works in concert, streamlining internal processes and reinforcing a seamless operational structure.

💡 Check out our customers’ reviews to discover what our users think about the deskbird app!


Automation is also a great option to have for your group calendar. It streamlines routine processes for employees and businesses alike. For example, automation can trigger meeting reminders, schedule recurring tasks without manual input, and prompt status updates, allowing people to focus on core responsibilities rather than administrative upkeep. From a company point of view, this feature drives efficiency, ensures that critical items are systematically addressed, and maintains operational consistency. Overall, it helps your workforce be more concentrated and your organizational structure more resilient and efficient by adeptly managing time and resources.


Selecting a shared schedule app that offers access from any device anytime and anywhere is crucial for modern workforces. This capability ensures that all team members remain synchronized and informed, whether they are working remotely, traveling, or in the office. It enables instant updates and collaboration, which is vital in a fast-paced work environment where decisions and plans can change rapidly. This level of accessibility helps maintain continuity, maximizes productivity, and supports a flexible workplace conducive to a healthy work-life balance.

Data security

Focusing on data security becomes even more essential as technological advancement and flexible working arrangements rise. So, when looking at the various options among shared schedule solutions, think about this aspect, too. As with any of your tech tools, your digital collaborative calendar must guarantee data security to safeguard against leaks and breaches. A secure app with features like SSL encryption and role-based access control ensures that their product launch dates and strategic meeting details stay confidential and are accessible only to designated team members. This security is critical to prevent corporate espionage and to comply with strict data protection laws, ultimately preserving the company’s competitive edge and reputation.

🔐 Learn more about deskbird data privacy and guarantees.

Colleagues working together in office
Colleagues working asynchronously in the office

What are the best-shared schedule apps on the market?


Calendly is an intuitive appointment scheduling platform designed to streamline the process of arranging meetings and events. By allowing users to set their availability preferences, Calendly facilitates the automatic coordination of meeting times that suit all parties, eliminating the inconvenience of back-and-forth emails. Integrated with popular calendars like Google, Outlook, and iCal, it ensures users never double-book. Additionally, Calendly offers customizable features such as buffer times, event caps, and automated reminders. It is undoubtedly a versatile tool for employees and businesses that want to optimize their scheduling processes.


Asana is a cloud-based project management application designed to help teams organize, track, and manage work. It offers a user-friendly interface where users can create projects, assign tasks, set deadlines, and update statuses. Features like Kanban boards, Gantt charts, and calendars boost visualization of progress, while integration with other tools streamlines work processes. Asana fosters communication and collaboration, enabling teams to stay focused on their goals and deliver projects efficiently, making it a popular choice for a variety of businesses looking to enhance productivity.


Clockwise is a smart calendar assistant that optimizes timetables to create uninterrupted blocks of time, enhancing concentration and productivity. Integrating with Google Calendar, it automatically reschedules meetings to minimize disruptions and resolve conflicts. Clockwise provides personalized insights into work patterns, suggesting the best times for focused work or team collaboration. It also syncs team availability, making finding arrangements for meeting times easier. For individuals and teams seeking to avoid losing time in their workday, Clockwise offers a streamlined approach to mastering their calendars.

👋 Discover the benefits of using the time block schedules method!

Google Calendar

Google Calendar is a widely used time-management and scheduling application offered by Google. It allows users to create and edit events, set reminders, and share calendars to coordinate appointments and meetings easily. With its seamless integration with other Google services, such as Gmail and Google Meet, users can quickly organize video conferences or receive event notifications via email. The app supports cross-platform syncing, ensuring that people can access their agendas from any device. Google Calendar’s simplicity and functionality make it a go-to choice.

Microsoft Outlook Calendar

Microsoft Outlook Calendar is a comprehensive scheduling tool that is part of the Microsoft Outlook suite. It provides users with an array of features to coordinate appointments, meetings, and tasks. Users can create and customize scheduled events, set reminders, and send meeting requests, with the ability to view multiple calendars side-by-side for easy comparison. It integrates seamlessly with email and contacts within Outlook and can synchronize across devices, making it ideal for professionals who need a reliable system to manage their time and stay connected with their network.

How can you use deskbird as a shared schedule app?

The deskbird app is much more than a workspace booking solution. 

It also serves as an effective, collaborative calendar tool, leveraging weekly planning and office events features to facilitate workspace coordination. Employees can schedule their in-office days on a weekly basis, making their presence visible to colleagues and enhancing teamwork for hybrid workforces. Office events can be easily organized and shared, ensuring that all team members are aware of and can participate in upcoming gatherings, meetings, or company-wide events. This level of scheduling transparency helps optimize workspace usage and fosters a cohesive team environment. Our app answers to the highest security standards. It's user-friendly and customizable, and it integrates with all your devices and syncs bilaterally with calendars.

Using a shared schedule app is crucial in the hybrid workplace as it bridges the gap between remote and in-office activities. This tool enhances transparency, enables seamless cohesion, and ensures that teams can harmonize their timetables with efficiency and ease. With features like simple customization, robust integration, automation, accessibility, and data security, collaborative calendars foster a productive, organized, and flexible work environment. As the nature of work continues to evolve, the strategic adoption of such resources will remain vital for companies aiming to thrive in a progressively digital and dynamic professional landscape

Start a free trial of the deskbird app and discover our weekly planning feature!

Shared schedule app: a valuable tool for asynchronous teams

Paulyne Sombret

Paulyne is a highly respected expert in hybrid work. She's known for her writing on sustainability in the hybrid office, flexible work models, and employee experience. With a strong background in content and SEO, her work explores the exciting trends and latest news in the world of work.

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