Calendaring with Nexus: A Case Study

The IT Learning Programme of IT Services has been using various shared calendars in their day to day operations for several years. The advent of Nexus calendaring, though, has helped to bring the team closer together and introduced new working practices to their daily regime.

There are nine members of the group, five teachers, three administrative staff and one manager.

1. A Teacher’s Perspective:

We gave our admin staff Author Rights to our calendars so that they can add and edit upcoming events. This reduces the burden of keeping my own teaching schedule up to date. It shows me where and when I am teaching so I am never late!

All five teachers decided to share calendars with each other. We all have Reviewer access, which means that if we need to see where one of us is teaching, we can quickly view the others calendar to find where they are. Sharing calendars also means we can find out if one of us is on holiday or just away from the building, as we do teach around the University too.

On a personal note, if I want to add an event to my calendar that isn’t work-related, it’s easy to make it appear in the calendar as a Private Appointment.

2. Manager’s Perspective:

Using the shared calendars has made it very easy for me to see what my staff are doing at different times of day. This has helped me with planning the Michaelmas term induction events that I coordinate. It’s now simple to see which teacher is free on a given day and at what time and I can assign them to one of the induction talks quickly and easily. This is transferred to their calendar keeping them updated as to what, where and when they are teaching.

In the future I will be using Nexus to arrange meetings and book rooms, removing the need to use external services as at present.

3. An Administrator’s Perspective

As administrator for the ITLP, I manage the courses timetable and associated database. Recent work has meant that we are now able to produce RSS feeds from our course database and push them into each teacher’s Nexus calendar. Any alterations to the timetable are automatically reflected in the appropriate teacher’s Nexus calendar simply and easily.

On a more personal level, I am using my Nexus calendar to organise my working day. This means that I block out different parts of the day to work on e.g. replying to emails or updating the courses database. I am also allocating ‘free’ time when I am available for meetings and discussions with my colleagues. This has improved my efficiency at completing my essential work tasks.


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Written by IT Services. Latest revision 5 September 2014