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What Should Be Shared on Company Calendar

  • 1.  What Should Be Shared on Company Calendar

    Posted May 15, 2018 18:10
    Hello! Question to those of you who have shared company calendars. What events are shared (or not) and why? Do you have a moderator? What advice and/or recommendations would you suggest to those who do not have one but interested in starting one? I am really hoping to get some feedback on best practices and guidance from those of you who have one and what has made them successful.

    Thanks in advance for your feedback!

    Eric Lee Sirignano
    Nashville, TN

  • 2.  RE: What Should Be Shared on Company Calendar

    Posted May 16, 2018 09:40
    Do you mean shared publicly, or shared among yourselves? We have an internal shared calendar, it has team meetings, external speaking engagements, and people's out of the office days.

    Jean Gazis
    Communications Specialist
    Legal Momentum
    New York, NY

  • 3.  RE: What Should Be Shared on Company Calendar

    Posted May 16, 2018 09:59
    Hi Eric,
    We have a small org - 15 people, but we do have a "company calendar" that's on our internal Sharepoint portal and also synced to each person individually through Office 365. We have a loose guideline for what goes on the calendar, but it's basically:
    • Large meetings, or events onsite or off that involve more than one person and/or would be of interest to others in the office. What things of interest are going on at work today?
    • Vacation/personal leave - this lets everyone know who is IN and who is not.
    For my two cents, the thing we have that makes our calendar work is a great office administrator that has her ear on the pulse of the office and admin privileges to update the calendar as much as she sees fit. She serves as quality control.  If it were up to the rest of us to update the calendar ourselves, I think it would either be empty or a mess.
    Beyond that for ease of scheduling any other sorts of meetings, the sharing settings of all our personal Outlook Calendars are set to show Free/Busy time, subject and location.

    Rob Foley
    IT Director - The Scholarship Foundation of St. Louis

  • 4.  RE: What Should Be Shared on Company Calendar

    Posted May 16, 2018 12:44
    Start with tightly controlled access to creating calendar items; someone like an Executive Assistant who controls the Executive's calendar and maybe the Communication Director or lead Project Manager that regular manages calendars could be the only ones to post.

    Then as others with regular calendar management responsibilities step up to request access, widen the circle.

    Generally, though, I would keep it as a controlled function as long as it is a Company Calendar.

    You probably don't want to get into the hassle of dealing with open access where people can post invitations to their own social events, some of which might make others uncomfortable That's what Facebook is for. If people want to follow each other on Facebook, that is their personal choice and has no reflection on the workplace condoning or sanctioning an event that is posted on company servers. This may seem unlikely, but this is a case where you just stick to good old-fashioned etiquette by keeping the company servers limited to company business.

    This does not mean that as a company you shouldn't support local activities and post them on your calendars--only that the decision to support an activity should be done at the management level, not at the crowd-sourced level.

    Ted Spencer
    Executive Director
    Voters Pledge

  • 5.  RE: What Should Be Shared on Company Calendar

    Posted May 17, 2018 13:25
    Edited by Tara Collins May 18, 2018 08:57

    My Executive Director has an Outlook  staff calendar that is kept by the Executive Assistant that shows when people are off.

    Through Communications Department, we have
    -- an Outlook Calendar where RUPCO hosted or closely sponsored events are listed; this auto-populates our website homepage (WordPress PlugIn)

    -- an internal Comms Editorial calendar (based in Outlook) that has recurring holidays, specialty dates, content-influencing info so when we need to post, or have writer's block, we can go there for inspiration

    -- an internal Room Availability calendar (Outlook) where staff can schedule time in one of our meeting rooms located in one of five offices

    -- We also have a planning calendar in TryLately.com which has all our social posting for the future. It's super robust and I can approve posts by junior staff through it, schedule campaigns weeks in advance.

    We're "Calendar-Happy" here. 

    Tara Collins, Director, Comms&ResourceDev
    RUPCO, Kingston, NY

  • 6.  RE: What Should Be Shared on Company Calendar

    Posted May 30, 2018 16:37
    We have a corporate calendar that lists things of interest to all staff (all staff events, work anniversaries, birthdays, office holidays). Currently, the receptionist is the person who adds new events to it.

    Our meeting spaces have individual calendars on Outlook that can be reserved. Some events are sent out as calendar invitations to all staff. We have a staff of about 50, so keeping track of everyone's out of the office days in one space would be cumbersome and likely difficult to navigate. But most staff are pretty good about updating their personal calendar (I wish more people would put in their accurate telework schedule though).

    We have gone through a number of iterations for whether or not a corporate calendar is needed, what goes on it, where the calendar is posted, etc. I personally don't think our staff use our current corporate calendar much (since mandatory staff events are sent as invitations to their own calendar).

    My advice is general: what problem would a corporate calendar solve and what is the maintenance plan?

    Keisha Carr
    Systems Support Associate
    Bainum Family Foundation
    Bethesda, MD