Using Google Calendar to Organize Your Year

As an assistant principal of two campuses (approximately 950 students and 120 staff members) organization is not an option – it’s required for survival! Google Calendar is a lifesaver to stay organized throughout the school year.  It is user friendly, and most importantly, it can be accessed anywhere. It’s easiest to use on your desktop or laptop, but as an “on the go AP”, I access it on my phone most often. Here is what the app looks like:


Below is a screenshot of my personal Google Calendar from my phone.


There are several ways you can view your calendar: day, 3 day, week, or month. The “day” view works best for me. You can access multiple shared calendars on your calendar. Here you can see that I have multiple calendars from each of my campuses, my own personal events, and my husband’s business calendar. 

3 Day View







Month View









Week View


One of my favorite things about Google Calendar is using the color codes to sort all my entries. Different colors can be used for different school events: Admin meetings, ARDs, Faculty meetings, Evaluations, Campus parties, etc. This feature allows me to see at a glance what the day holds, which can be quiet stress-relieving!  Whether you are already an organization freak or just trying to get it together, you will love this tool!


Using the red plus button, you can add:

  • Out of office
  • Goals
  • Reminders
  • Events

 I usually use the Event choice, but all are helpful.





Two things to keep in mind when adding an Event:

  • Check your notification time. Ten minutes is the default, and you may need more than a ten minute heads-up if it involves travel time.
  • You can add an attachment. This is very handy if you are attending a meeting and need a certain document with you. 




The best way to learn Google Calendar is to just start using it! You can customize this tool to make it your own and meet your organizational needs.  It’s an excellent organization tool and, best of all, it’s always accessible.

The more organized we are as administrators, the more time we can spend on what is truly important– supporting our teachers, students, & staff.