54 / MASTERING REMOTE COMMUNICATION
Respecting the
calendar
Making your work
life visible
Whatever online calendar
app you have (Outlook,
Google Calendar, Asana),
be sure to use it, and
insist that your sta do
the same. This will allow
you to see what they
are doing and when
(something remote
working can make
dicult), helping you
to plan workflows
more eectively.
Shared calendars are
also useful for tackling
sta time-management
and discipline issues.
Your online calendar is essential for organizing your own time, and that
of others. It helps you keep track of deadlines and meetings, and shows
when you are available. Be sure to share it and keep it up to date.
MON TUE
Keeping your schedule current
Be a stickler about updating your calendar.
This is helpful for colleagues who use your
schedule for planning. Try to reserve some
space free each day for supporting your
sta. That way you show you are an
approachable manager, rather than
one tangled up in senior meetings.
Booking leave
There might be a
separate company
system for booking
leave, but add
everything to your
own calendar, too.
Label days o as
all-day events and get
your sta to do the
same, or create a
separate sta holiday
calendar. The latter
has the benefit of
clearly showing who’s
away week to week.
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RESPECTING THE CALENDAR / 55
Never assume your meeting
is more important than
another entry on someones
calendar. If it’s urgent, politely
ask the person concerned if it’s
possible to use that time slot
Sharing your calendar
Usually, your calendar lets anyone in
your organization see your blocked time
slots and request meetings. Most online
calendars let you set permission levels
to share fuller details with designated
people—allowing them to see “all details,
for example—but there’s no need to share
entire schedules with everyone.
WED THU FRI
Blocking out non-negotiables
Always eating in front of your computer?
Block out a proper lunch break in your
calendar and suggest others do the same.
Do you have a recurring appointment like
a school run or yoga class you can’t miss?
Mark it on your schedule—it will discourage
others from trying to overbook your time.
Choosing a time
If you want to book a
larger meeting with
lots of attendees,
find out if anything
else significant is
happening around
the same time.
Consider other
company events,
upcoming national
holidays, or religious
celebrations that may
impact your planning.
Encouraging productivity
Help others prepare for your meeting by
adding useful information to the calendar
entry. Agenda points, supporting documents,
links to relevant content, questions that need
answers—anything that will help you achieve
your aim. Note: if your meeting slot spans
more than 90 minutes, it’s probably too long.
Can you break it into two?
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