Last Sunday I was at my niece’s birthday party. Her brother stole a toy she once played with. I instinctively blurted out, “Sharing is caring.” Being just a little guy, he gave me a perplexed look before replying, “I have no idea what you’re talking about.”
Apparently this phrase was protected by the Salvation in 1950. And for a good reason. Finally, sharing builds trust, evokes gratitude, and increases well-being through the release of Oxycontin.
But what comes to mind when you think of sharing? Does it let someone taste the food you ordered? Donate to your favorite cause? Or your Disney Plus password with friends and family?
While we all share everyday experiences that we probably experience on a daily basis, you’ve already shared your calendar?
The benefits of sharing your availability on the calendar
stop if you were here
You open your inbox and there’s a message from someone requesting yours. Whether it’s a colleague, client, or friend from college, her famous last words on the message are, “Let me know your availability.”
What follows next is a series of unfortunate events.
They respond, “Hey, Wednesday 2pm works for me!” Unfortunately, they respond, “Sorry. I am not free at this time. What is next Monday at 10am?”
Next thing you know, you’ve got an obviously long email thread from going back and forth. But you ended up spending days figuring out a day and time for a quick 15-minute video call. Devil, 40% of employees spend up to 30 minutes just looking for a collaboration space.
Or even worse? You book an appointment only to be appalled that you are actually unavailable. Asking someone to reschedule a meeting after you’ve already agreed to it is one of the more embarrassing moments.
As you guessed, here is an easy fix. And that’s by sharing your calendar.
Aside from keeping your inbox in check, Share your availability on the calendar Will;
- Improve communication and efficiency by making planning a breeze.
- Eliminating the back and forth saves everyone’s valuable time. And it allows everyone to focus on their priorities instead of planning.
- If you have a team calendar, you can view everyone’s availability to balance tasks.
- A shared calendar can keep both your personal and work life organized and conflict-free.
How do you share your availability on the calendar?
With most digital calendars or appssharing your availability is as painless as it gets.
Calendar searches your connected calendars to find all available times to schedule a meeting. You can customize the options by removing or adding meeting times and choosing the meeting duration. Additionally, you can enter a physical address, phone number, or Zoom link to specify a meeting location.
Your availability can be emailed to meeting attendees once you’ve set your preferences. The calendar notifies meeting attendees and adds the meeting to your calendar as soon as they click a time.
With these smart, customizable scheduling links, others can schedule meetings with you in seconds and avoid double bookings.
no dr Strange doesn’t use his magical powers here like in the MCU. Instead, the calendar uses machine learning instead of human judgment to suggest how your next meeting should be scheduled.
But that’s just the tip of the iceberg. The calendar also uses machine learning to make adding new events easier. As? By making intelligent suggestions about when and where to hold a meeting and who to invite. It also adjusts time zones for you, meaning it manages your availability instead of you having to figure it out when you travel or schedule meetings.
Finally, the calendar integrates with your Apple, Google, and Office 365 calendars, allowing you to see your life in real-time.
When should you use calendar links?
This question should be: when should you not use calendar links? Finally, sharing your availability can be useful in the following situations;
- team plans
- sales meetings
- networking opportunities
- follow-up meeting
- brainstorming sessions
- Sprint Reviews
- introductory talks
- check in
- Coordinate your family’s schedule
Additionally, you may want to place your calendar link on your website. The reason? Visitors can see your availability without asking.
Of course, this is not an option for everyone. However, this could be beneficial for those in industries where appointments are a necessity, like doctors or hairdressers.
The do’s and don’ts of sharing your availability on the calendar
Ready to share your availability on the calendar? Here are some pointers to keep in mind before you start sharing Calendar willy-nilly.
Choose a calendar that is compatible with multiple platforms.
Sometimes technology doesn’t like to play nice with each other. Yes. It is possible to switch between Apple, Google or Microsoft; this can get fiddly. You want to ensure that the calendar can be accessed across multiple platforms. Now you don’t have to worry about syncing and sharing issues anymore.
Don’t give out too much information.
“Certainly, privacy could be an issue for successful calendar sharing.” writes Kayla Sloan in an article for the calendar. “But many people merge work and personal calendars without any problems.”
Most online calendars “have settings that allow you to make some entries private and others shared.” Unfortunately, this prevents others from seeing sensitive data they shouldn’t see.
“However, not all calendars have the same features,” adds Sloan. “That’s why you can allow anyone to see personal appointments, make entries inaccurate or not enter them in the work calendar.”
Use customization to your advantage.
Whichever calendar tool you use, you can customize it to some degree. Therefore, you can customize it for your specific needs. For example, a Google calendar view can be changed between week, month and agenda. Not only can you change the colors and title, but you can also choose which items appear on the screen.
One of the most problematic aspects of calendar invitations are the subject lines. So. Make sure you have a unique subject line for each invitation.
Be careful who you share your calendar with.
There’s no reason for anyone to access your calendar unless they want to. So you can share your calendar if you want. Usually you want to share your calendar with certain people, e.g. B. Your spouse or someone you date.
In addition, only certain people should have access to the calendar. There’s nothing worse than a crowded kitchen. It would be best, if possible, to have only one person responsible for the calendar.
Add times to the email.
Regardless of the email client you use, your invitees can select a meeting time directly from an email. As a preview, your invitee will see the first three time slots available as buttons for each day you select. Of course, if these times don’t suit you can always find another time using the included calendar link.
Keep your calendar up to date regularly.
There will be times when your schedule needs to change, no matter how organized or prepared you are. For example, in some cases, you may need to reschedule an appointment due to an emergency visit to the dentist. However, the other participants will still arrive at the original meeting time if you haven’t updated your calendar.
Avoid potential conflicts with the help of the calendar, for example, which automatically reschedule canceled meetings.
Avoid last minute changes.
What would you think if your day went according to plan and you were then notified that a meeting was moved up an hour or cancelled? Then the Hulk-like rage you experience in your tight life is totally understandable.
You should be respectful of others and avoid last-minute appointment changes. Ideally, this should be done as quickly as possible.
Activate time zones.
Because we work with people around the world, it makes sense to enable time zones. Additionally, with the calendar’s ability to recognize time zone differences, you no longer have to worry about scheduling events at the wrong time.
Don’t give too much or too little detail about events.
You need to strike the right balance when it comes to how much detail you put into a shared calendar for an upcoming event. However, it is usually sufficient to tell them at least the date, time, location and participants of the meeting.
To avoid too much detail, you can easily send attachments like the agenda and meeting location so they can get directions on their phone.
Likewise, you don’t want to be too vague. Don’t just block out the afternoon for “meetings.” More information is needed so everyone is prepared.
Set your availability and your unavailability.
By default, calendars are set to show the whole day. Despite this, you are not available 24/7, especially in the mornings and evenings. It is possible to hide these blocks of time in online calendars, so there is no clutter – and nobody tries to book an event during these blocks of time. It also saves you time and prevents conflicts.
Do not automatically add invitations.
Spam has penetrated Google Calendar in the past. To prevent this, you can prevent Google Calendar from automatically adding invitations that you receive. To learn how to do that, you can take a look The tutorial by The Verge.
This not only avoids spam, but also prevents confusion and clutter. For example, it would be almost impossible to stay organized if items were added to your calendar without your knowledge or permission.
A buffer is simply a gap between two events. For example, let’s say a meeting ends at 3:00 p.m., then the next meeting would not be scheduled at the same time. Alternatively, you would take a break of about 30 minutes between each event so everyone can grab a snack, use the restroom, and recharge before the next event.
More importantly, this will prevent anyone from being late to the event.
Integrate events from other apps.
Plus, sync your shared calendar to Facebook, Eventbrite, Evernote, Slack, or even your project management software when events are scheduled there. These tools typically integrate with leading online calendar services. So you have all relevant appointments in one place and not on different platforms.
Photo credit: Mart Production; Pixel; Thanks!
The post Share your availability on the calendar for all occasions appeared first calendar.