Managing Someone Else’s Calendar

How To Manage Another’s Calendar 

Calendar Data Needs – Part 3

If you have someone else managing your calendar you need a more robust calendar. You will need more features than most. Let’s review a couple of calendar options that we recommend for more advanced users.

  • Establish a cloud-based calendar solution.
    Take a look at creating a Google account or Microsoft account. Initially both are free.  Later when you’ve used them for a while and are storing tons of data you’ll outgrow the free versions. That’s not a bad thing. It just means you’re growing.
  • Figure out which calendar solution is your best fit.
    Check out which one you prefer and begin with that one. I suggest you focus on taking a step right away. We started with Google (which we still use) and have migrated to Microsoft because our needs changed and we needed to customize our efforts, which influenced the switch. Don’t be afraid to make a change, switch, or try something different. This is the only way you can find the tool or app that works best with your needs.
  • Work to customize the calendar to meet your needs and get used to using the features it offers.
    These platforms offer quite a few features and customizations. We suggest you go into making this choice by creating a list of your plans and immediate needs. You want to make sure whichever solution you select best meets your calendar data needs. For example, each calendar option offers a public URL available to share your calendar(s) with anyone using a calendar app. This might be important to how you wish to use your calendar, so choose an option that fits your desired needs.

Share/give access to your calendar to a person designated for the job. Create a document with this information to store so that it doesn’t have to be reproduced when the position or person changes. Store this information in your shared cloud storage (more on that in sections to come).  Use it as a living document on how to manage your cloud storage going forward. It’s important and should be treated in a professional manner.

Provide as many parameters as possible for the person who’ll assist in maintaining your calendar. Since someone will manage your calendar you need to provide some guidelines. Don’t skip this step because it’s the foundation upon which you’re calendar will be built.  

No such thing as a personal calendar separate from a professional calendar.
When I was an executive administrator, I managed the CEO’s calendar. He was very particular which worked for us both because so am I. Day one, he gave a few important criteria to follow when adding to his calendar. Many like to refer to this as personalizing the calendar. I’d like to stop here just to say there’s no such thing as a personal calendar and a professional calendar, it’s all just your calendar. You might have personal appointments and work-related/professional appointments, but you’re not two people with double the amount of time. It’s helpful to stop thinking of these as separate when it’s all about your time, mapping one person’s priorities to a set amount of time.

There must be guidelines for managing someone else’s calendar.
So what type of guidelines does one need? Let me introduce you to what Michael Hyatt calls the ideal work week. You need to know what specifics such as the preferred meeting days and times. What are the standing appointments in a given week? What staple appointments must be on the calendar each month, quarter, year, or even several years? What are the times that should be blocked out for non-work related activities? Here are a few other ideas:

  • Add margin.
    For the one managing the calendar, you must consider how much margin you need to include.BTW – margin will find its way into a person’s calendar no matter what. We don’t want it to be at the expense of others, so let’s plan to build it in.
  • Be prepared to go overboard with meetings.
    Schedule everything, down to processing emails if necessary and down-time. I have appoints for sleep so that I can visually see what time I have available and nothing more. I call it budgeting time. This way not only can I see what I have in front of me, I can also evaluate the time I’ve spent. I don’t want to assume I have time for activities when I don’t.

Parameter examples. Let me help you out by giving you a few examples.

  • Anniversaries. For busy people, they need help remembering anniversaries. This isn’t limited to wedding anniversaries, but deaths, children’s special events, any special annual significant dates like work anniversaries of key-staff, etc.
  • Birthdays. If you use a calendar, the best way to remember birthdays is to add it to the calendar and set reminders. You can also add notes for gifts you’d like to send or any action you’d like to take. For someone keeping the calendar, it’s the best place to jot down what your boss may have had in mind or suggestions as to what he/she could do for a person’s birthday. The calendar is more than a date keeper you see, it maintains significant data for all your time related activities.
  • Special Conferences. Are there conferences or seminars that the one your assisting must attend. Begin the project by adding the key information for the conference right into the calendar. In fact, I store all details related to my travel events in my calendar. In this way, I don’t have to look for any information. For example, travel, lodging, and other accommodation check-in times are right there with confirmation numbers and phone numbers.
  • Holidays. Go ahead and add holidays into the calendar. You’d be surprised at how often holidays sneak up on executives. If you want to exceed the expectations of the one you’re serving then use the calendar for all you can, it’s easy, effective and proficient.
  • Staple events. I’m not sure what staple events you might have in your organization, but when I was in full-time ministry, we had four major conferences that had to make its way on the calendar each year. So I had an appointment set on my calendar to add those special events into all the calendars I managed so that these key events wouldn’t be missed.

A calendar is nothing more than a tool. The tool is designed to work for you and make your life easier. Don’t allow the tool used to make things easier for you to make your life hard because you’re not good at using it. Take these tips, examples, and suggestions and apply them at once.  It can’t hurt; it can only make life better.

The Big Four When It Comes To Your Calendar

Getting The Most Out of Using Your Calendar

Calendar Data Needs – Part 2

As you already know, we’ve written content for three groups who use App Information Service (AIS).  Individuals, small businesses (which include small organizations and non-profit organizations), and Churches.   For this installment of the data-need for budgeting time, we will concentrate on individuals. An individual in this case is not limited to a single person, but a life, a home, a marriage, or relationship. 

As an individual, you more than likely manage your own calendar with no help from anyone else.  This is great and means you have sole ownership and can make meeting/appointment decisions quickly.  With this in mind, your calendar decisions and usage falls into one of four categories: appointments, calendar options, tracking time, and planning for the future.  Don’t be discouraged if you don’t use all four categories. Remember, we not only want to cover tips on how to use what you already have, but want to give you ideas of ways to use what you have in ways you’ve not yet considered.  Let’s begin.

Appointments.  The main feature for which we have a calendar is to set appointments.  Most of us, don’t visually think of all the appointments we have because we’ve never taken the time to place them on a calendar that we can see.  To manage how you use your time, seeing a visual depiction is most helpful. Let’s say you wish to have lunch with a friend. Add it to your native mobile device calendar as this works seamlessly with your device.  I don’t suggest using other calendar apps as this creates more work and more accounts to manage, if your new to using a calendar regularly and since you have sole-proprietorship of your calendar. You want to make this as easy and simple to use as possible; don’t complicate it or this will discourage use. Continue reading “The Big Four When It Comes To Your Calendar”

Budgeting Your Time

The Calendar Apps Available to You

Calendar Data Needs – Part 1

Let’s begin with what I believe is the greatest and most important data need any human-being can have, managing time.  The root problem of time management is the myth that one can even manage time. Time is the one thing we can not manage; you have what you have and nothing more.  In fact, you can’t add more time to your day nor can you subtract any. You can’t give someone your hours and you can’t save them in a time-bank. What we manage is how we budget for our time? 

Introduction to Calendar Data
What will we do with the time that’s been given?  Well, that’s where a calendar comes into play and what sets the successful person apart.  It’s what makes a normal person become exceptional. Everyone budgets their time in two ways: a clock and a calendar.  We will focus on the calendar in this section. While you don’t think of a calendar as housing data, it does. It has a lot of important data.  The calendar tells one when everything is to be done. It gives people a common reference point. Not to go into the physics of a calendar and how that works, let’s just jump right into your data needs surrounding your calendar.

“The key is not to prioritize what is on the schedule but to schedule your priorities.” ~ Stephen Covey

The App Known as Your Calendar
So what calendars are available to you? 

You need to first understand what’s available.  There are quite a few options available for calendars.  Please note that I’m not going to discuss analog (paper or physical) calendars, which I think are very helpful and remain very relevant even in our high-tech age.  Since we’re discussing, App Information Services (AIS), I will provide three digital calendars that I highly recommend and are available to you for free.  These three are widely used, supported, and more than likely you’ve already heard of them.

    • Native mobile device calendar.  For those who live and are isolated to nothing more than a smartphone, the native mobile device calendar will work and is very good when you don’t need very many bells and whistles.  It’s perfect for individuals who have very limited team interactions to manage. Also most mobile device calendars provide a web-based version should you need to access it from a computer (i.e. icloud.com for iOS and Google Calendar for Android).
    • Google Calendar. Google Calendar is one of the most popular and widely used.  Consider taking a look at it’s ease of use and features.  We use Google calendar and have used it for many years. However, this next calendar app is my calendar of choice.
  • Outlook 365. Microsoft fell behind Google just a few years ago in the online productivity arena.  Today, Microsoft has stepped up its game and has given its productivity suite a new look and feel.  Microsoft Outlook online or on your mobile device brings back the calendar app you’ve grown to know and love over the years.  They’ve made it available online and it’s simply wonderful.

Regardless of which software application (app) you go with, they’re intended to meet a data need and in this case one that solves problems with managing your priorities using calendars.  Using apps such as these will provide calendar access and visibility using mobile devices, PC’s, and online via the web. You never have to be without your calendars, ever. How important is it to have real-time calendar updates in this fast paced environment?  Very and that’s why we’re offering these AIS solutions. Give these calendar apps a try today.