At Home with Tech

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Category: Work and Career

The Art of Managing Your Shared Work Calendar

Part of an occasional series about solving technology challenges in the workplace *

Does your job involve lots of meetings? Does your daily schedule get regularly consumed by meeting invites? Do you find this interfering with the rest of your work? If so, then it’s time to take a more proactive approach to managing your shared work calendar.

This is something of an art that each of us must ultimately curate for ourselves. And no matter where you are in your career, it requires ongoing attention and perhaps a few reminders. 

So, here are my best practices. 

Block ‘Focus Time’ for Your Own Work

Everyone usually has a plan regarding what they need to accomplish on a given day or week. But if you leave your calendar wide open, you may find a deluge of meeting invites redirecting your focus away from immediate priorities.

That’s why blocking time for yourself in your shared calendar is critical to maintaining the right balance in how you spend your time.

This is about actively architecting your day to optimize your own output instead of passively responding to a myriad ofother tidal forces that can drain your effectiveness.

Make Yourself Available Too

But if the nature of your job requires ongoing collaboration, then you also need to make yourself sufficiently available for these other meetings. Blocking off too much time can isolate you and frustrate others.

As in many other parts of life, this comes down to finding the right balance. So, it’s important to leave enough availability on your calendar for your colleagues to utilize. 

How much time should you leave open? Well, only you can determine that. You’ll quickly discover if it’s not the right amount. Otherwise, you may find colleagues double booking your schedule. 

Don’t Get Double Booked

If these double bookings conflict with your own ‘focus time,’ well, that’s easy enough to manage.

But what if they conflict with other important meetings? Well, of course you can’t attend two meetings simultaneously. 

So now, you’ve got to figure out how to repair your schedule.

Pro Scheduling Tips

Here are a few more scheduling tips to help optimize your work calendar.

  • Choose the Best Times for Your Own Meetings
    All time slots throughout a day are not created equal. If you’ve got your own meetings to schedule, it’s important to pick the times that work best for you. (Everyone has a sense when they’re most effective during the day.)
  • Avoid Scheduling Meetings at the End of the Day
    If you can help it, try not to take that very last slot. Sure, it might be the only time that everyone has open. But no one will appreciate this. I recommend you wait a day to find a better option. Everyone will be in better spirits, and that alone can drive a meeting’s success.
  • Don’t Miss Lunch!
    If you’re not careful, you can easily find yourself without time to grab a bite to eat. So scheduling time for your own lunch is critical. There’s nothing worse than a mid-afternoon meeting on an empty stomach.

Playing Both Defense and Offense

Yes, you’ve got to protect your calendar for your own priorities. But if work is a team sport, you’ll always want to actively engage with others and satisfy group requirements. So, your success also flows through all those other meetings.

When you reduce friction in your schedule, then you can focus on doing your best work.Said another way, the more you can successfully manage the ‘when,’ the easier it will be to accomplish the ‘what.’

* Related topics I’ve written about:
Working from Home Sounds Great Until You Notice What’s Missing
5 Ways to Ease the Pain of Returning to the Office 5 Days a Week
How to Master your Zoom Meetings to Increase your Impact at Work
Don’t Miss this Important Part of an Effective Work Email

Working from Home Sounds Great Until You Notice What’s Missing

Having a job that enables you to regularly work from home instead of the office carries many benefits. Of course, one of the biggest advantages is being able to repurpose all the time that otherwise would be spent commuting. And that usually pairs nicely with maintaining a better work-life balance compared to the office grind from the old days. 

But there’s one big downside that you might not expect. 

It’s the lost human connection.

Sure, some jobs may rely less on this factor than others. But I would say that success in any role depends on your ability to build strong work relationships with your colleagues. No employee is entirely an island, cut off from the rest of the company’s ecosystem.

When you’re tapping away on your home office computer, you might feel more effective with fewer distractions compared to an open office environment. But that in-person community carries plenty of benefits that you may not recognize until after you trade them in for your WFH solitude.

The Perfect Balance

Fortunately, I’m still able to straddle both worlds in my job today, and by doing so, I feel exceptionally fortunate. I’m able to work from home a good percentage of the time. But due to the nature of my career in video production management, I show up for studio and location video shoots. That’s the nature of the business.

Remote video recording technologies that went mainstream during the pandemic and new AI-fueled video production processes are revolutionizing video creation. But, for now, on location video work still usually requires some people in the same place. 

What I’ve noticed over the past few years is how much I look forward to my on-location days. They provide the critical opportunity for in-person interaction that remote Zoom or Microsoft Teams calls simply cannot replicate.

Yes, a Zoom meeting can allow you to see people (if their webcams are turned on). That by itself is a huge non-verbal communications factor (more on this in a moment).

Still, standing face-to-face next to a colleague carries significantly more impact. 

The Water Cooler Effect

I recognize that pointing this out may seem silly, as it should be obvious.

But when we were bombarded by these in-person moments every day, we didn’t recognize them for what they offered. It was just another busy Monday in the office.

But now… with the WFH norm solidly in place for so many, it’s easy to forget what’s been lost.

Today, if you don’t have the opportunity to connect with your work colleagues in person, I would say you’re at a distinct disadvantage.

The good news is a hybrid work schedule erases this problem. Even making the rare in-person appearance can make all the difference in how your colleagues see you.

The Cost of Convenience

It’s been six years since Covid changed the norms of how we collaborate at work. Of course, the pendulum has swung the other way for many, and plenty of workers have been called back to the office. For them, working from home is again just the occasional ‘benefit.’

But others remain permanently remote. And sometimes that’s a self-inflicted banishment.

If that’s you, I would respectfully say you’ve given up more than you know.

Don’t Forget Your Zoom Best Practices

If you have no choice, and your only communications tether to your colleagues is through your laptop, then I would remind you how critical it is to leave your webcam on during your remote meetings. 

No, living in a Zoom box is not the same as sitting in a conference room meeting. But your webcam still gives you the power of non-verbal communication. And that’s so important.

Don’t forget my golden Zoom rule: You’ve got to show up for your close up. 

  • Make sure your webcam shot is framed properly, and your face is well lit.
  • Remember that your facial cues are constantly projecting your point of view. Use that for maximum impact.
  • If you tend to use your hands when you talk, don’t forget to include them in your shot.

It’s as simple as that.

Yes, this takes a little effort (and I know there’s Zoom fatigue). But I would say it’s always worth it.

Visibility Matters 

Simply being present isn’t the same as really being seen.

So, turn your webcam on. If given the choice, show up for that in-person meeting in 3D space.

It makes a difference.

When the day comes that you can use Star Trek hologram technologies to perfectly project yourself, then maybe you can always call it in.

Until then, think twice before entirely discarding the playbook on human communication.

It May Be Time to Update your Own Online Beacons

If you want to refresh your personal online brand or simply maintain your up-to-date digital self, you first need to do an inventory of the transmitters you’ve already set up. Here’s what to keep in mind.

Do you remember where all your online beacons are located? I’m talking about the websites that ping your digital identity out to the world. Yes, the ones you’ve intentionally set up. Are they all up to date with accurate information? When was the last time you checked? I bet there are at least a couple you’ve forgotten about.

Why not take an hour to do an inventory and review it to make sure all your data is current?

If you’re committed to curating your personal brand online, it’s important to make sure the digital ‘you’ properly reflects the real you.

You may find that the most obvious of places need some freshening up. I recently realized that even my own blog, which I spend time on weekly, required a little work. It was my ‘About’ page, which housed a wicked-old photo of me from when I launched At Home with Tech back in 2012. So, I replaced it with a current one. (More on photos in a moment…)

LinkedIn

LinkedIn Profile
Of course, maintaining your own blog or website can be the center of your online presence, but for many of us, LinkedIn is the go-to place to project your professional digital identity.

So, it’s always a good idea take a look and dust off your LinkedIn profile, especially if you’ve not been paying much attention to it.

LinkedIn Photo
And don’t forget to update your photo every few years.

Yes, time marches on, and after enough years, we’re all going to look somewhat different. That’s okay. It’s not being authentic to represent yourself as your decade-ago younger self. That’s simply not you today.

I wouldn’t project yesterday. Our own stories should be grounded in today and forward focused.

LinkedIn Connections
Bonus tip: While you’re spending time updating your LinkedIn profile, why not reach out to the folks you’ve been working with recently and add them to your LinkedIn connections? (Unless you’re a regular LinkedIn user, you’ll likely have built up a backlog of potential connections.)

Social Media

I know that many may not think of our social media activity outside the parameters of our ‘friends’ and ‘connections.’ But no matter how you set up your profile, I think it should always be assumed that anyone may be able see what you post. (That’s something to keep in mind… for life!)

Every social media platform allows you to create a profile. So that’s an opportunity, but also another chore to maintain. Don’t set it and forget it.

You’re likely sharing different information than on LinkedIn, and that’s fine. But you should always be mindful to ensure it all works well together. Because it may well be consumed together.

Do you Need to Share So Much of Yourself Online?
Several years back, I wrote a blog post that proposed you really don’t exist if you can’t be found online. I got some blowback on that, and for good reason. Today’s online landscape is complicated. I’ll just use the word ‘risk’ and leave it at that.

So, you’ve got to be smart and pay attention. And that means you need to keep track of those beacons you’ve set up.

I also wrote a blog post titled, At Home with Paper. It referred to imagining life at home without a computer printer (I still can’t).

But the title holds a different meaning for me today. It taps into a hidden yearning to ‘simplify.’ None of the above is simple. Sure, it’s easy, but that’s where your trains can easily go off the tracks.

Stay Close to your Digital Self for Life
But this is not blog for Luddites (though I bet there would be a growing audience for that).

I continue to promote what I believe is a best practice to curate your personal brand online. But you can’t forget about it. And of course, never share too much.

This needs to be a life-long strategy.

So, buckle up!