Exciting updates are coming to Google Calendar (and we’re not just saying that because we’re Google nerds)! Between now and February 28th, Google is rolling out changes to the Google Calendar layout that include some cool features that will make managing your time easier:

  • New and modern UI
  • See event details at a glance
  • See conference room details when booking a room
  • Add rich formatting and hyperlinks to invites
  • See multiple calendars side-by-side in “Day” view
  • Labs incorporated into the default Settings/View
  • Updated RSVP status indicators
  • Manage settings in one place

While all of the standard expected functionality and more are included in the update, getting used to the new layout will be an adjustment that may take time for some of your users. Don’t worry, we’ve got you covered.

Our change management team has been rolling this Google Calendar update internally at Agosto as well as working with our clients to smoothly transition ahead of the full release. Below we’ve outlined three simple steps to ensure a successful Google Calendar rollout for your teams.

Decide on timing for your Google Calendar rollout.

Google is offering the option for you to roll out the updates either automatically or manually prior to the forced switch on February 28, 2018.

For the Automatic rollout, which is the default option unless turned off, starting Nov. 14, 2017 Rapid Release domains will gradually transition users to the new UI. On Nov. 28, 2017 Scheduled Release domains will transition gradually to the new UI. The transition time in total takes about 8 weeks and users have the option to opt-in or opt-out to transitioning right away.

For the Manual rollout, you can choose to manually control when to move your users to the new UI in the Google Admin console. Although Google worked with the developers of the most popular Calendar Chrome extensions to prepare for the new UI, you might choose this option if you have users who depend on an extension that hasn’t been updated yet. Or you might choose this rollout if you want to check out the new UI in your test domain or organizational unit (OU).

To learn more about choosing your calendar upgrade timing check out this Help article.

Get early access to the right people.

As you prepare to update the calendar for your users, think through who in your organization should get “early access” to get comfortable and help champion the updates to the rest of your users. Make sure you’re including two groups here:

Your IT Team: Reach out to your IT teams and provide them with some advanced time to get familiar with the new design prior to general release to the rest of the organization.

Your “Google Guides”: Consider giving your change champions early access to assist you in supporting end users, so you have users beyond IT who can intermingle some positive reinforcement around the updates when the rest of your organization makes the switch.

Communicate the change to users.

Make sure you set up the rest of your users for success by communicating early, clear instructions that ease any concerns they may have about learning a new interface.

For our Agosto customers, you can contact your account manager to request email communication templates to help get you started!

Still feeling wary about the new Google Calendar update?

We’ve been training on it for a few weeks now here at Agosto and we’d love to help! Contact us to setup some time for training with our team to walk you through the highlights and make sure you’re getting the most out of the new Google Calendar.