Calendaring Tips

Most of us use electronic calendar to stay organized and to collaborate with others.  These applications enable efficiency when used effectively.  The follow are tips for effective electronic calendaring.   
When setting up a calendar event or appointment considering the following.
  • Block time in your calendar to complete, review and update tasks, meeting preparation time and responding to email.
  • Review calendar weekly to make sure it aligns with priorities, and reschedule or delegate. appropriately.  Otherwise, it is easy to get side-tracked with less important duties/obligations and the must-haves don't get done.
  • Use descriptive locations for directions/address for the meeting.
  • Use the calendar notes for meeting agenda, information, links to documents.
  • If schedule meeting in different zones, display time zone to meeting.
  • Include meeting agenda, email or document in calendar notes for meeting.
  • Set reminders 5-15-30 minutes before meeting.
  • Include travel time and actual meeting start time on calendar
  • Scheduling resources features allow you to reserve a room, portable projector or speaker phone
  • Calendar sharing features grants permission to other people to view your calendar. Co-workers can display your free/busy times.  If you choose to share your calendar be sure to use the private lock for sensitive subjects.
  • Publish or share subject and location with co-workers to faciliate scheduling.
What you should not do in calendar.
  • Ask for availability when someone is granting you access to their calendar.
  • Send an email that you are scheduling an appointment.
  • Sending an email instead of an appointment request.
  • Sending an email after sending the appointment request with information about the appointment.