There are many planning and scheduling software programs available today. And depending on the features you need, the cost can vary quite a bit.
The basic features of adding simple appointments for one person can be found in most any calendar software or appointment software, including free ones.
More advanced scheduling programs for individual schedules will include features such as reminders, alarms, color coding, and repeating entry options. While these software programs generally do have a cost to them, the increased organization you will achieve will be well worth it.
However, if your office relies on scheduling appointments for multiple people, groups, or departments, then you will be better served by group scheduling software. Group scheduling software will allow you to have multiple people's schedules on the screen at one time, allowing you to schedule an appointment for several people at once.
Views
Having the ability to review multiple schedules in both a daily and weekly view, make selecting groups of times much faster. A yearly view will prove to also be helpful. Some scheduling programs also include a List view. This allows you to see schedule items for a period of time in list format.
Free Time Finder
A ""Free-Time Finder"" feature is imperative for group scheduling. This allows you to put in a time frame and/or date and the program will search and provide times that everyone in the group are available.
Color Coding
The ability to color code schedule items is extremely helpful in organizing your schedule, and locating items at a glance. In group scheduling software, you can often Color Code each person as a separate color, helping to differentiate between schedules.
Pre-Set Times
Most offices have different times they would prefer their schedules to display. Some may require 15 minute intervals, ½ hour intervals, or hour intervals. Work day start/end times and blocked lunch times also vary by business. These features tend to get over looked when deciding what program to purchase.
Repeating and Related Item
Schedule items can be repeated daily, weekly, monthly and annually. Advanced programs will give you options to create these items at the intervals you need.
Related Entries are items that are grouped together by a common entry. For instance, if you are working on a Court Case, you can enter all related schedule entries to that case on one screen. If schedule items are influenced by other items, they can be automatically updated when one item changes. This feature is widely used by Law Firms and Accounting Firms.
E-mail Confirmations
When setting an appointment, have an email automatically sent to a recipient notifying them of the appointment time.
Mobile Access
Accessing your office schedule on you cell phone, laptop, etc has become a requirement in today's working environment.
While these are only some of the advanced features of most scheduling programs, they are worth considering when researching your options. The right scheduling software is one of the best ways to make your office more efficient.
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