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Manage Availability | Organize Teams

Organizational Annual Planning with Teamup

Every organization needs a big-picture view to grow strong and stay on track. Planning ahead keeps leadership focused on priorities instead of scrambling to handle last-minute fires. Make key decisions early, and you can communicate clearly, delegate faster, and stay locked in on what matters most.

Financial planning is just the start. Annual planning also drives marketing, operations, projects, sales goals, hiring, training, and strategic focus. Sure, plans will shift. But starting with a clear roadmap makes every decision easier—and helps your whole team work smarter. Teamup makes long-range planning simple with flexible, big-picture calendar views and key features to enable easier collaboration.

See the big picture

Teamup has multiple calendar views that can show you an entire year’s events on one page. It’s a very different experience than what you find with most calendars, flipping back and forth between weeks and months.

  • See the whole year: Get an overview of all events for an entire year so you can make long-term planning decisions that consider all the factors.
  • Customize the long-term range: Adjust the date range and choose how many weeks or months are in view to focus on specific planning periods.
  • Toggle sub-calendars: Hide or show individual sub-calendars or entire folders to focus on one area at a time.
  • Work with visual cues: Use color-coding and emojis to provide quick visual information without having to dig through lines of text.

Collaborate easily

Work together with shared calendars, built-in communication tools, and flexible permission settings that keep everything streamlined and secure.

  • Customize access: Share the calendar with the whole team and get feedback from stakeholders, while maintaining control of who can view, add, or edit content to keep sensitive information secure.
  • Streamline inputs: Reduce the time-consuming process of chasing down details from every department. Let everyone input their own key dates, projects, and other key information. Simpler, more accurate, and much more efficient.
  • Organize information: Keep files, documents, and images with the relevant calendar event so they’re easy to find and use when needed. Capture discussions and questions with event comments for clear record-keeping and reference.

Annual planning is essential for a big-picture perspective of operations. With a big-picture view, you’re able to identify patterns and opportunities that aren’t clear in the rush of daily tasks. The results can be dramatic, from making changes for improved efficiency to identifying better strategic decisions for sustainable growth. Give Teamup a try to see how your organization can benefit.

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Color-Coding for Smarter Scheduling: A Cleaning Service’s Story

Color-Coding for Smarter Scheduling: A Cleaning Service’s Story

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Client projects rarely stay within one team. A single delivery often spans multiple departments, each using its own tools and processes. Design creates concepts and assets in their design tools, development tracks build work in a sprint board, QA manages testing in their own environment, and customer success coordinates onboarding on a separate timeline.

Each team is doing solid work. But no one sees the whole project as it moves forward. As a result, project managers spend time chasing updates from every department and trying to piece together what’s happening. With Teamup, project managers can create a unified calendar structure to coordinate complex, multi-department client projects with full transparency, fewer surprises, and smoother delivery.

Why cross-team visibility matters

When every department tracks its work in its own system, the overall project timeline becomes fragmented. This leads to issues such as:

Work stalling because a dependent task hasn’t started yet
Shared people or resources getting double-booked
Milestones drifting without early warning

Project managers constantly need to update status between teams just to keep everyone aligned. But with a shared timeline, everyone can easily see: Who is doing what, when their part starts, which tasks depend on others, when handoffs occur, which deadlines are at risk. With one shared calendar, the full delivery timeline is visible at a glance, improving coordination and efficiency across all teams.

A combined project calendar with departmental sub-calendars

In Teamup, you can build a unified project calendar that keeps everything visible while giving each department the appropriate access permissions. Each department works in its own sub-calendar and manages its own updates, while the full project rolls up into one timeline for the project manager.

Click to enlarge: A Teamup project calendar showing color-coded sub-calendars per department

For a closer look at how access levels and information visibility across internal teams, see how to Get Cross-Team Visibility with the Right Amount of Information Sharing.

The benefits of a unified project calendar
For project managers
Gain the oversight they need without chasing updates.
Easily spot delays, conflicts, or bottlenecks.
Share filtered, read-only views with clients and stakeholders.
For departments
See how their own schedule fits into the bigger project timeline.
Improve collaboration across teams with clearer, shared context.
Facilitate handoffs by having visibility into upstream and downstream work.
For leadership
Gain a high-level view of how the project is progressing across departments.
Spot broader risks and capacity constraints earlier.
Enable clearer, more reliable long-range planning.
Example: A cross-department project timeline in a shared calendar

Many client projects follow a sequence such as Design, Development, QA, Customer handoff, and Launch. In a unified shared calendar, the entire sequence becomes visible in one place.

For example: Design can schedule concepts, wireframes, and approval cycles. Development can block time for implementation and internal reviews. QA can add testing windows and verification steps. At the end, Customer Success can schedule onboarding or handoff activities.

With all of these phases shown together in a single timeline, it becomes much easier to understand dependencies, spot risks early, and ensure each team is ready for the next handoff —  keeping the entire project moving forward smoothly.

Click to enlarge: Design team Scheduler view. The lock icon next to the other department sub-calendars shows that events in other departments’ calendars are visible, but Read-Only

Ready to try a unified project calendar for your own team? Explore our live demos or create your own Teamup calendar.

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