Shared Calendar Set Up

Here's a detailed process on scheduling with calendar colors on shared calendars, adhering to the given color scheme for different statuses:

1. Set Up Shared Calendar

   • Our organization uses Google Shared Calendars, which supports color-coding.

   • Open Google Calendar.

   • Use the correct Shared Calendar: Mobile or Fix

     • Mobile Install/Removal schedule

     • Fixed Install/Removal schedule

2. Define Calendar Event Guidelines

   • Event Titles: ** Defined naming convention for calendar events for Install, Swap, and Relocations

     • Example: "Customer XYZ - Install - Ticket #12345"

   • Event Details:** In the event description, provide detailed information about the job, including site details, technician names, contact info, and any relevant notes or links to tickets.

3. Color-Coding Events

   • Blue:** Use this color to indicate that the install is complete, and the MIP ticket has been sent to Site Enablement for site onboarding.

     • Action:** Once an installation is complete and the MIP ticket is sent, the Install Team updates the calendar event to blue.

     • Procedure:** Open the event, change the color to blue, and add a note in the description that the MIP ticket has been sent.

   • Green:** Use this color to show that the install is complete, the site has been onboarded by the Site Enablement Team, and the Customer On-Boarding ticket has been created and sent to the Customer Success Team.

     • Action:** Once site onboarding is confirmed and the Customer On-Boarding ticket is sent, the Site Enablement Team updates the calendar event to green.

     • Procedure:** Open the event, change the color to green, and update the description to reflect the completion of onboarding and ticket creation.

   • Yellow:** Use this color for scheduled installs, swaps, or relocations that are currently on track to be completed as planned.

     • Action:** When a job is scheduled, the team responsible for scheduling updates the calendar event to yellow.

     • Procedure:** When scheduling, create the event with the initial yellow color and include all relevant scheduling details.

   • Red:** Use this color for installs, swaps, or relocations that have been canceled.

     • Action:** If a job is canceled, the team responsible for the job updates the calendar event to red.

     • Procedure:** Open the event, change the color to red, and add a note in the description explaining the cancellation reason.

4. Monitoring and Updating Events

   • Daily Review:** Each team should designate a member to review the calendar daily, ensuring that all events are correctly colored and updated with the latest status.

   • Status Meetings:** During regular status meetings, review the calendar to discuss upcoming jobs, recently completed installations, and any issues that need to be addressed.

   • Notifications:** Set up notifications and reminders for key events to ensure all team members are aware of upcoming jobs and status changes.

5. Communication and Training

   • Team Training:** Conduct training sessions for all relevant team members on how to use the shared calendar, update event colors, and understand the status indications.

   • Documentation:** Create a detailed document or guide outlining the procedures for using the calendar, including color-coding rules and steps for updating events.

   • Feedback Loop:** Establish a feedback loop where team members can suggest improvements to the calendar process, ensuring it remains efficient and effective.

6. Auditing and Continuous Improvement

   • Periodic Audits:** Conduct periodic audits of the calendar to ensure compliance with the color-coding guidelines and accuracy of the information.

   • Adjustments:** Based on feedback and audits, make necessary adjustments to the process and provide additional training as needed.