Hey guys! Navigating the UBC Workday system can sometimes feel like trying to solve a puzzle, especially when you're juggling multiple schedules. One feature that can really simplify your life is the side-by-side calendar view. In this guide, we'll walk you through everything you need to know about using this feature effectively. Whether you're a student, faculty member, or staff, mastering the side-by-side calendar in UBC Workday can significantly improve your time management and coordination skills. Let's dive in and make your scheduling woes a thing of the past!

Understanding the UBC Workday Calendar

Before we get into the nitty-gritty of using the side-by-side calendar, let's take a moment to understand the basics of the UBC Workday calendar system. This will give you a solid foundation and make the advanced features even easier to grasp.

What is UBC Workday?

UBC Workday is a unified, cloud-based system used by the University of British Columbia for various administrative functions, including human resources, finance, and student information. Think of it as the central hub for managing everything related to your academic or professional life at UBC. It's where you can access important documents, manage your personal information, view your payslips, and, of course, schedule your time.

Key Features of the Workday Calendar

The Workday calendar isn't just a basic scheduling tool; it's packed with features designed to help you stay organized and efficient. Here are some of the key functionalities:

• Appointment Scheduling: You can schedule meetings, appointments, and other events directly within Workday. This ensures that all your important commitments are in one place.
• Resource Availability: Workday allows you to check the availability of resources, such as conference rooms or equipment, before scheduling an event. This prevents conflicts and ensures that everything you need is ready when you need it.
• Team Calendars: You can view the calendars of your team members, making it easier to coordinate schedules and find mutually convenient meeting times. This is especially useful for project teams and departments that need to collaborate closely.
• Integration with Other Tools: Workday integrates with other productivity tools, such as email and messaging apps. This means you can receive reminders and notifications about upcoming events, ensuring you never miss an important meeting.
• Customizable Views: Workday allows you to customize your calendar view to suit your preferences. You can choose to view your calendar by day, week, or month, and you can also filter events based on type or category.

Why Use the Workday Calendar?

Using the Workday calendar offers several benefits, including:

• Improved Organization: By keeping all your appointments and events in one place, you can stay organized and avoid scheduling conflicts.
• Enhanced Collaboration: The ability to view team calendars makes it easier to collaborate with colleagues and coordinate schedules.
• Increased Efficiency: With features like resource availability and integration with other tools, you can streamline your scheduling process and save time.
• Better Time Management: By having a clear overview of your commitments, you can manage your time more effectively and prioritize tasks.

Step-by-Step Guide to Using the Side-by-Side Calendar

Now that you have a good understanding of the UBC Workday calendar, let's get to the main event: using the side-by-side calendar feature. This is where you can really start to see the power of Workday in action. Here’s a detailed guide to help you set up and use the side-by-side calendar view.

Accessing the Calendar in Workday

First things first, you need to access the calendar within Workday. Here’s how:

1. Log into Workday: Start by logging into your UBC Workday account using your CWL credentials.
2. Navigate to the Calendar: Once you’re logged in, look for the “Calendar” icon on your home screen. It’s usually located in the top navigation bar or within the “Applications” menu. Click on it to open your calendar.

Enabling the Side-by-Side View

Once you're in the calendar, follow these steps to enable the side-by-side view:

1. Locate the View Options: Look for a “View” or “Options” button in the top right corner of the calendar interface. Click on it to open the view options menu.
2. Select “Side-by-Side”: In the view options menu, you should see an option for “Side-by-Side” or “Compare Calendars.” Select this option to activate the side-by-side view.

Adding Calendars to the Side-by-Side View

Now that you’ve enabled the side-by-side view, you need to add the calendars you want to compare. Here’s how:

1. Click “Add Calendar”: Look for an “Add Calendar” button or link in the side-by-side view. Click on it to open the calendar selection menu.
2. Select Calendars: In the calendar selection menu, you can choose from a list of available calendars. This might include your personal calendar, team calendars, resource calendars, or other calendars that you have access to. Select the calendars you want to view side-by-side.
3. Arrange Calendars: Once you’ve added the calendars, you can arrange them in the order you prefer. Simply drag and drop the calendars to change their order in the side-by-side view.

Customizing Your Side-by-Side View

To make the most of the side-by-side calendar, you can customize the view to suit your needs. Here are some customization options to consider:

• Color-Coding: Assign different colors to each calendar to make it easier to distinguish between them. This can be especially helpful when viewing multiple calendars at once.
• Filtering Events: Filter events based on type, category, or keyword to focus on the information that’s most relevant to you. This can help you quickly identify important meetings or appointments.
• Adjusting Time Zones: If you’re working with colleagues in different time zones, you can adjust the time zone settings for each calendar to ensure accurate scheduling.

Tips and Tricks for Effective Scheduling

Using the side-by-side calendar is just the first step. To really master your scheduling, here are some tips and tricks to keep in mind:

Best Practices for Managing Your Schedule

• Plan Ahead: Don’t wait until the last minute to schedule your appointments and meetings. Plan ahead as much as possible to avoid conflicts and ensure that you have enough time to prepare.
• Set Priorities: Prioritize your tasks and schedule the most important ones first. This will help you stay focused and productive.
• Block Out Time: Block out time in your calendar for specific tasks or projects. This will prevent others from scheduling meetings during those times and ensure that you have dedicated time to work.
• Review Regularly: Review your calendar regularly to make sure it’s up-to-date and that you haven’t missed any important deadlines or appointments.

Avoiding Common Scheduling Mistakes

• Double-Booking: Avoid double-booking yourself by carefully checking your calendar before scheduling new events. Use the side-by-side calendar to compare your personal and team calendars to avoid conflicts.
• Overcommitting: Don’t overcommit yourself by scheduling too many events in a short period of time. Be realistic about how much you can accomplish and leave some buffer time for unexpected tasks.
• Forgetting Travel Time: When scheduling meetings, don’t forget to factor in travel time. Make sure you have enough time to get from one location to another without being late.

Maximizing Productivity with Workday Calendar

• Use Reminders: Set reminders for upcoming events to ensure you don’t forget about them. Workday allows you to set reminders via email or mobile notifications.
• Integrate with Other Tools: Integrate your Workday calendar with other productivity tools, such as your email or task management app. This will help you stay organized and efficient.
• Take Breaks: Don’t forget to schedule breaks throughout the day to recharge and avoid burnout. Use your calendar to block out time for lunch, exercise, or other activities that help you relax and de-stress.

Troubleshooting Common Issues

Even with the best planning, you might encounter some issues while using the UBC Workday calendar. Here are some common problems and how to solve them:

Calendar Not Syncing

• Check Internet Connection: Make sure you have a stable internet connection. Workday requires an internet connection to sync your calendar.
• Refresh Calendar: Try refreshing your calendar by clicking the “Refresh” button or restarting Workday.
• Check Sync Settings: Make sure your calendar sync settings are configured correctly. You may need to re-enter your credentials or adjust the sync frequency.

Events Not Displaying Correctly

• Check Time Zone Settings: Make sure your time zone settings are correct. Incorrect time zone settings can cause events to display at the wrong time.
• Filter Settings: Check your filter settings to make sure you haven’t accidentally filtered out certain types of events.
• Event Permissions: Make sure you have the necessary permissions to view the events. If you don’t have permission, you may need to contact the event organizer or your Workday administrator.

Unable to Add Calendars

• Check Permissions: Make sure you have permission to add the calendars you want to view. If you don’t have permission, you may need to contact your Workday administrator.
• Calendar Availability: Make sure the calendars you’re trying to add are available. Some calendars may be restricted or unavailable due to maintenance or other issues.

Conclusion

So, there you have it! Mastering the UBC Workday side-by-side calendar can truly transform the way you manage your time and coordinate with others. By understanding the basics of the Workday calendar, following our step-by-step guide, and implementing our tips and tricks, you'll be well on your way to becoming a scheduling pro. Remember to plan ahead, prioritize your tasks, and take advantage of the customization options to make the calendar work for you. And don't forget to troubleshoot any issues that arise along the way. Happy scheduling, guys! With a little practice, you'll be navigating your schedule like a boss in no time!