At Home with Tech

It’s not as complicated as it looks. Tech tips for your life.

Tag: work collaboration

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.

Why You Shouldn’t Ignore Your Webcam During Conference Calls

Do you often forget about your computer’s webcam during a video conference call? Or do you prefer to hide in the shadows of audio-only mode? Here’s why you really can’t avoid this collaboration tool at work…

The forward march of technology has finally enabled video to become a standard collaboration tool in the workplace. Sure, the phone is still an option when joining a conference call, but I find that many folks are using their computers… and their webcams.

Once upon a time, lots of people used to shy away from group video chats (and granted, many still do). But now, video conferencing from anywhere there’s Wi-Fi is suddenly the norm! And it feels like hardly anybody cares that they’re streaming 30-60 minutes of their every move to a certain population of viewers. Have they forgotten that the camera has placed them in the center of a crowded virtual room?

It would seem so…

People are Watching You
It’s hard not to look at these little squares of humans as if you’re getting some sort of secret-agent view into their lives. And I’m not referring to people who have the floor…

I’m talking about everyone else! Those are the shots that can be strangely interesting to observe… sometimes more interesting than who’s talking.
(And if you notice that someone is working from home, don’t tell me you’ve never graded their home-decorating skills!)

Multitasking in Plain Sight
I’ve observed a variety of people from different work environments and cultures, and my impression is… those who aren’t actively engaged in the group conversation are generally doing one of two things… either staying focused on the topic… or pursuing some level of distraction.

Most provide the general illusion of normal, but occasionally you could observe something rather unusual. Once, I was surprised to see someone actively participating in a video call while driving. And I mean I was watching him drive, because his smartphone was pointed right at him!

Practicing Video Production 101
I’m befuddled that so many people either forget or no longer care that a part of the world is anonymously watching them…

It’s really difficult for me to understand, because with my background creating corporate video content, I can’t help but think about how my shot looks when I’m doing a video conference… Is the lighting good? Is the angle level? Am I centered? Does the background look uncluttered?

If I’m not feeling the shot is right, or I can’t give 100% focus on the video call, I turn off my webcam.

You Can’t Hide for Much Longer
All this said, I do recognize that not everyone is ignoring the power of their webcams. I do observe colleagues intentionally using their webcams to maximize their participation in a video conference. A good shot can simulate sitting at the head of the virtual table. Good for them!

If you were to combine the percentage of folks who passively use their webcams along with those who are maximizing their shots, I would say that easily represents a majority of video-enabled conference-call attendees. And that percentage will only keep growing. So if you’ve been sitting on the sidelines as an audio-only participant, you going to need to jump into the pool…

Give Your Face More Light
Don’t panic. There’s plenty of time to prep your shot for prime time (if that’s your concern).

One tip that will help dramatically improve how you look is to bathe your face with a source of soft lighting. That will help remove any harsh shadows. One option is to simply position yourself and your laptop next to a window (as long as you’re not in direct sunlight).

If there’s no window nearby, you can use a portable light and position it in front of you. A really inexpensive option is to use a round, hanging paper lantern.

This 17 ¾” diameter shade made by Ikea is a good choice.
It sells on Amazon for $12.22.

Then, you attach the shade to a bulb mount and power cord.
This one on Amazon costs $11.99. It’s 20 feet long and sports an on/off switch.

It’s a really simple solution, and it’s actually used as a remarkable lighting hack by some professional TV and video lighting gaffers I’ve worked with.

Full Attendance is Required
If you’re not powering up your webcam, I say your time has run out. I think soon… the cultural norm will be for all participants to use their webcams when virtually attending work meetings.
(That’s such a big shift from not so long ago…)

So, instead of being able to catch up on email during video conference calls, you’re going to have to attend with your ‘smiling face.’

Breathe.
There’s a silver lining here…

If everyone is required to fully ‘show up’ to every video conference they’re invited to, that will put pressure against a workplace trend we’d all like to trim back… too many meetings!

…a conversation for another day.