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  • Writer's pictureFriederike Zahlbaum

Calendar management 101

If used right, a calendar can be your most powerful tool to keep you focused, organized and productive. How to manage it depends a lot on your or your manager's personal preference. However, I think there are some universal truths that apply no matter whether you decide to use colors, focus blocks or assigned meeting blocks. Let's dive in!

  1. Use only one calendar. Set private events' visibility to private in the meeting settings

  2. The calendar should speak the truth, therefore all necessary information should be included in the calendar block, e.g. location, booking confirmations or zoom details,

  3. Internal as well as external participants should always be on the same invite as you are (some people say they noted meetings down. Send them an invite anyway)

  4. Time slots that are suggested to people should be blocked in the calendar, so no conflicts occur later. As soon as meetings are confirmed all unused blocks can be removed.

  5. Meetings at external addresses should always be accompanied by generous transfer blocks.

Your effort to build a good calendar will pay off: Watch your productivity and confidence grow, never be late for a meeting or forget a task ever again. Outsource this part of your day and make space in your brain for the tasks that really matter.


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