Manage Vital Information with Online Contacts and Calendars

Long gone are the days of the address book and the rolodex — if you haven’t tossed those out, please do so now. You know who you are. No longer does the calendar come in the form of a collage of scribbled down, scratched out and rewritten information filling every inch of the page. Also, let’s face it, you’re lucky to remember five different phone numbers — on a good day.

The good news is, now you can store your contacts and calendar anywhere you need them. Whether you’re using your phone, tablet or laptop (or maybe smartwatch?) — at home or work — all of your devices are more than capable of keeping track of contacts and events.

Keeping track of your life and business is easier than ever.

However, with so many platforms, changes and upgrades, sometimes the most vital information gets lost. What was supposed to be an exciting transition to a new piece of equipment, meant to make work easier, leaves many of us fearful of losing those contacts and calendars we need in order to keep doing our jobs.

Fear not, we’re here to keep your information on the straight and narrow, and provide some tips on how you can seamlessly transition as technology progresses.

Some of the most consistent questions we hear at the Fluid Helpdesk are, “Where did my phone and email contacts go?” and, “How come my calendar isn’t showing up on my phone?” We usually follow up by walking users through the setup and syncing process, and provide them with a short tutorial as well.

Here are some of the tips and reminders we share with our customers for keeping track of contacts and calendars:

Contacts: All in One Place and Shared Seamlessly

Instead of letting all those points of contact manage you, manage them and keep them in one place. Regardless of platform, all contact data is generally in the same format. Names, phone numbers, email/physical addresses, professional/social networking accounts are the normal criteria for a single contact.

iPhone PhotoHave one entry per contact, and keep that entry updated by using a contact list that syncs in the cloud, like Microsoft Exchange or Google Contacts. All modern devices, from smartphones to tablets, can sync with a contact list like this. Wherever you update the contact, the information travels via the cloud back to the original contact list entry, ensuring that every time you pull a contact up, you’re getting the most recent information.

Plus, when it comes time to share contact information with a new connection or colleague, you can use a simple iMessage from your iPhone or an email on MS Outlook to supply all the necessary contact info, seamlessly and in one shot.


Calendars: Keeping Everyone on the Same Page

It becomes very tough to keep track of everyone’s schedule at any level of an organization. Thankfully, there are many cloud-based tools to help keep everyone on the same page.

CalendarWe recommend MS Outlook or Google Calendar for cloud-based calendar management. With any online calendar, you are able to invite, share and edit information about events as much as you need.

When it comes to scheduling, be sure to share your calendar with supervisors and colleagues. It will help keep everyone in sync, and aware of bandwidth and availability.

Platforms: So Many Options… Yet They Work Together

As the OS wars continue to rage on, choosing the right technology for your team can be intimidating. Rest assured, most systems work together.

For instance, we provide Microsoft Exchange for our Fluid Mail clients, but many Fluid Mail users don’t have a Windows phone. Fortunately, MS Exchange accounts sync seamlessly onto Apple, Android and other devices. You can easily view on your phone or tablet the same calendars and contacts you would see in Outlook when using your desktop.

Fluid MailFor a few years, I focused on putting the right mobile device in a person’s hands and walking them through the experience. Thanks to online and cloud-based tools, now I’m able to make sure whatever devices our clients choose serve them effectively, so they can keep their business running smoothly.

There are many options to choose from, so when you’re ready to make a choice, make sure you get someone to help you unlock all the potential from your devices so your business can communicate more effectively.