Everyone has their own go-to tools in the event industry that makes life easier.  I've heard great things about Evernote, a free app that organizes just about anything you want.  Of course, you saw my wall calendar, which keeps me organized.  One tool that I like to use when scheduling meetings among more than 4 people is Doodle.  Someone in our IT department used it when I first started at UNC a few years ago and I loved the simplicity of it.