When to Use a Combined Multi-Team Scheduling Approach

Managing multiple teams is a necessity for many organizational leaders. To do so efficiently, you need a system for team scheduling and coordination. There are two fundamental approaches to handle multi-team scheduling: keep team scheduling separate (with distinct tools or calendars) or use a combined multi-team scheduling approach.

When to keep team scheduling separate

Non-overlap between teams

When teams operate independently without any need for comparison or viewing each other’s availability, scheduling can be done on separate calendars. Even if the teams are not affected by each other’s scheduling, however, a supervisor or manager may want a  combined view of all team schedules in one place.

Confidentiality concerns

If data security and confidentiality are paramount, separate scheduling systems will keep sensitive information within designated team boundaries. Some scheduling tools don’t allow enough granular control to keep each team’s information distinct and separate; there’s too much “bleed-through” within the system. However, you can have secure access and maintain confidentiality by using separate team folders within one Teamup calendar.

Focused team-specific views

A separate scheduling approach allows the supervisor to be immersed in “Team A Mode” or “Team B Mode,” optimizing their focus and decision-making. Note that the distinct team modes are often needed for some tasks (such as assigning work within that team), while a combined view is helpful in other scenarios (such as allocating shared resources). With Teamup, you can have a team-specific view within a shared multi-team calendar.

When to use a combined calendar for multi-team scheduling

For a comprehensive overview

Even if teams work independently, supervisors often need an overview of everything that’s going on. Of course it’s possible to switch between tools or calendars, but it’s easier to manage if you can see it all in one place.

A supervisor’s view of multi-team scheduling with folders on a single Teamup calendar. 

For cross-team resource visibility

If teams share resources, such as lab space, equipment, or vehicles, they need a way to schedule use. If a supervisor is in charge of resource allocation, they need to be able to compare availability, needs, and other factors for all the teams involved. If teams manage resource sharing among themselves, you can make it easier with a transparent resource availability and booking calendar.

Customized access is key for a team scheduling calendar.
Calendar view for the Supervisor of Install EAST team: only Jobs calendars, Fleet calendars, and the East team calendars. In this view, only Fleet sub-calendars are toggled on.

For limited or periodic collaboration

Teams may work separately on many things, but come together for certain projects. Or team members may share expertise when needed outside of their own department. With combined scheduling, you can enable cross-team collaboration on shared projects when it’s needed.

You can also bring in other collaborators, such as subcontractors, subject matter experts, or freelancers who are contributing to specific projects. With customized access, they can only access the info relevant to their work.

A team scheduling calendar can help if you're wondering how to manage multiple teams.
Create a custom access link for partners or subcontractors like this one, which shows a single Project sub-calendar.

For communication and info sharing

Custom fields for status updates on a team scheduling calendar
Use custom fields to track status and share updates without having to send messages or file paperwork.

Information silos are antithetical to productive work. Teams need a way to help each other by sharing relevant information, solutions, and insights. Sometimes the projects are separate but dependent. For example, the install team scheduler may need updates on site prep, so they know when to schedule deliveries or assign the next jobs.

Key elements for combined multi-team scheduling

If you’re ready to set up combined multi-team scheduling, look for these key features:

  • Multiple scheduling views: Ability to view schedules by team, individual, or a consolidated overview.
  • Customizable access: Tailoring access levels, visibility, and permissions for different teams or team members.
  • Team segmentation: Clear grouping of teams, ability to keep team schedules separated and maintain confidentiality.
  • Accessibility: Available and easy to use across platforms and devices so no one is left out of the loop.

Not all multi-team scheduling tools give you the flexibility to have both a combined overview of multiple teams and granular, customized access for separate teams and individual team members. So, in some cases, it may be best to use separate systems. Teamup makes it possible to have the best of both worlds so organizations can tailor their scheduling systems according to their unique operational needs. Try out a live demo calendar to explore the possibilities.

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