Technology Tools for Calendaring by Russell A. Sabella, Ph.D.
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Here is he PDF
have always been a strong believer in the expression that "If you
fail to plan, you plan to fail." My experience as a school counselor
and now a university professor have taught me that the educational
setting is one that can be quite complicated, chaotic and unpredictable.
Planning is a key to successfully accomplishing goals and getting
results. Planning encompasses many things including creating a vision
for where your plan will take you, leading others into joining the
cause, developing strategy for most effectively getting results;
prioritizing, coordinating resources (human, financial, and time), and
much, much more. This column will look at one aspect of planning, the
action of calendaring (i.e., the purposeful and systematic system of
managing time and task for accomplishing an overall mission). technology
can be very useful in helping the school counselor (or anyone, really)
in developing comprehensive school counseling programs.
tells us that once school counselors determine the amount of time to
spend in each area of the delivery system, a master calendar and weekly
calendars are developed and published to ensure that students, parents
or guardians, teachers and administrators know what is scheduled. This
will assist in planning and will ensure active participation in the
program. Annual, monthly and weekly calendars ensure planned activities
are accomplished. Further, the ASCA Model describes three types of
calendars (pg. 57-58):
Annual Calendar. The yearly calendar is a way for school
counselors to identify the school counseling program priorities and
their commitment to them. Ideally, the calendar s located in several
prominent places such as the department bulletin board, school or
student bulletin boards, class- room bulletin boards, administrative
offices, parent or guardian center, career center, student store and
other sites used to communicate school events. It may also be submitted
to the local newspaper, the student newspaper and the school counseling
department’s website to increase the program’s visibility.
Monthly Calendar. The monthly calendar is maintained and
circulated to highlight the specific activities and events for each
month throughout the school year and into the summer. Print the monthly
calendar in a distinctive color and distribute it to all teachers for
their classroom bulletin boards. Be sure to remind teachers that they
are invited to participate and to encourage student participation or
observance of upcoming events. Mail the calendar to parents or guardians
as well. Schedule
lessons on a monthly basis,
such as one grade level per month for four to six lessons.
Weekly Calendar. The weekly calendar is not a master schedule but
a fluid road map that is somewhat flexible due to crisis or immediate
student needs. In addition to class-room lessons, group counseling and
individual planning, build in
collaboration and advocacy into the schedule to allow for some
Your school or district may already have an online calendaring/event
system which you use. Or, they may provide you with specific software
(e.g., Microsoft Outlook) to get the job done. The remainder of this
brief column is to increase your awareness of various technological
tools to help you keep and appropriately publish your school counseling
Microsoft Outlook Calendar
The Microsoft Outlook
Calendar is actually part of Outlook, and entire PIM (personal
information manager) that includes tasks, e-mail, notes, Journaling, and
contacts. This is a very powerful tool that can help you accomplish all
three levels of the calendars previously mentioned. In fact, the Outlook
Calendar allows you to keep more than one calendar so you can have all
three under the same system. Other features of Outlook that work well
for a school counselor’s calendaring needs are its ability to:
- share calendars with colleagues and assistants;
- view your calendar and those of your colleagues side by side;
- coordinate meetings by finding available times (of course,
everyone needs to be using the calendar to do this);
- publish parts or entire calendars online;
- easily set up recurring appointments and reminders (e.g., remind
yourself once a year to publish a document or call someone; remind
yourself to call a parent every week for the next 3 weeks).
Here are some quick tips to get more out of your Outlook Calendar ...
Outlook 2003 Calendar FAQ (must see)
A comprehensive list of frequently asked questions and answers about
Microsoft Outlook 2003 Calendar from the University of Tennessee.
Publish Your Outlook
2007 Calendar to the Web
Step by step instructions.
How do I publish my Outlook 2000 calendar as a Web page?
2003 tutorial (20 minutes)
Know the basic types of Outlook Calendar entries, book activities
into your calendar efficiently, and stay on top of important dates with
more advanced features such as recurrence and reminders. Also, click
8 Tips To Make the
Most of Microsoft Outlook
How much of your day is spent on e-mail? A study done by the ePolicy
Institute found that the average worker spends a whopping one hour and
47 minutes a day on e-mail, but web workers often spend far more time
than that on it. That’s why it makes sense to take a break from sending
and receiving your e-missives and get to know some of the
efficiency-boosting tips and tricks you can use. A couple of minutes
spent studying these can make you faster, better organized and more
Outlook 2003 Calendar
and Meeting Help and Tips
Microsoft Outlook 2003's Calendar and Meeting / Appointment reminder
tool. Tweaks, locale customizations, adding holidays, and more.
Sabella’s Outlook Tips Handout
Microsoft Outlook 2003 Courses
Another option is to
use the free and yet powerful Google Calendar. Features of this calendar
– Gmail Integration. Gmail now recognizes when messages
mention events, and you can add those events to your calendar with just
a couple clicks.
– Quick Add. Just click a spot on your calendar (or use the
Quick Add link) and start typing to add a new event
– Calendar Sharing. View calendars that others have shared
with you, and let your friends and family see your agenda.
– Invitations. Send invitations for any event on your calendar
by adding guests
– Reminders. Never forget another event again. You can even
get reminders sent right to your mobile phone.
– Search. Find the date of the classroom guidance you did on
cyberbullying about 8 weeks ago. Or, search public calendars to discover
new events you're interested in and add them to your own calendar.
– Mobile Access. Receive event reminders and notifications on
your mobile phone.
– Event Publishing. Share your counseling program’s events
with the world.
How do I sign up for my own Google Calendar?
If you already have a Google Account, just visit the
Google Calendar homepage,
enter your username and password, and click "Sign in." If you don't yet
have an account, you can create one by clicking
Note that when you open a Google account, you essentially gain access to
all sorts of free Google services such as Google Groups, Google Product
Search, Web History, iGoogle, and more. With a Google Account, you can
also sign in to AdWords, AdSense, and Google Checkout. Creating a Google
Account won't automatically give you a Google e-mail account or Gmail;
creating a Gmail account allows you to access all of the above mentioned
Google services and more with your Gmail login information. You can sign
up Gmail account by clicking
Helpful Websites for Learning more about Google Calendar
From Google: Learn more about Google Calendar
Google Calendar Help Center
Google Calendar Tips
Everything from keyboard shortcuts to customized viewing.
Help people add your
events to their Google Calendars
Got an event you'd like to have other people remember? Use the Remind
Me with Google Calendar button. All you need to do is fill out the
necessary fields and ta da! A block of HTML appears that you can include
in your site or blog. The next time you get a visitor, they can just
click on the "Remind Me" button to add your event to their Google
Share your events with an individual,
a group, or the whole world
Google Calendar makes it easy for you to share events and publish
events and calendars on your website. If your website mentions events —
including reservations, appointments, conferences and shows, Google
Calendar can help your users find this information and easily add it to
their own calendars. This guide explains all the options.
Also know that you can do many of the same things with a Yahoo!
Sunbird or Lightning
Yet another free and
powerful option for calendaring comes from the Mozilla group and is
called either Sunbird or Lightning.
What is the difference between Sunbird and Lightning?
Sunbird is a standalone calendar application. It doesn't need another
client application to run at the cost of a larger download and higher
memory requirements. Because of its standalone nature, Sunbird does not
offer any kind of tight integration with an e-mail application, such as
Mozilla Thunderbird. Lightning is a calendar extension for Mozilla
Thunderbird (an e-mail application). It offers calendaring features
directly in the Thunderbird User Interface. Further integration
features, such as e-mail invites or address book integration are planned
for future releases.
Which is right for me?
You may prefer Lightning if...
* you send or receive meeting invitations via e-mail
* you already use Mozilla Thunderbird for e-mail
* you customize your applications with add-ons (such as extensions or
You may prefer Sunbird if...
* you prefer your calendar to be separate from your e-mail client
* you don't currently use Mozilla Thunderbird for your e-mail
* you don't like adding add-ons (such as extensions or themes) to
Other Related Helpful Websites for Calendaring
Printable CEO™ Series
The Printable CEO™ (PCEO) was born from a desire to focus my time
more productively. For me, that means things that make my freelance
practice sustainable and fun. The Printable CEO name comes from the idea
that a good CEO should focus primarily on those things that move the
company forward; since I can’t afford to hire my own CEO, being able to
print one out seemed like the next best thing! :-) Here you’ll find a
series of printable forms that help manage the day-to-day chore of
achieving your goals.
Microsoft Office: Back to school templates including Calendars
Backpack Calendar (must see although not free)
The Backpack Calendar lets you keep your schedule online and
accessible from any computer. Work, home, vacation — you can get to it
from anywhere. You can even share calendars with other people using the
iCalendar file format.
Time Management: Beat work overload. Increase your effectiveness.
This section of Mind Tools shows you how to use personal time
management skills. These are the simple, practical techniques that have
helped the leading people in business, sport and public service reach
the pinnacles of their careers.
Time Management: Manage Yourself, Not Your Time
Managing Time Resources
New Mexico Comprehensive School Counseling Program Guide
Use of time with downloadable forms.
Online Calendar Creator