How do you protect your privacy and security when sharing your calendar with your assistant?

1 Choose a secure calendar platform

The first step to protect your privacy and security when sharing your calendar with your assistant is to choose a reliable and secure calendar platform. You want to avoid using public or free services that may not have adequate encryption, authentication, or backup features. Instead, opt for a trusted and reputable platform that offers end-to-end encryption, two-factor authentication, password protection, and data backup. Some examples of secure calendar platforms are Google Calendar, Microsoft Outlook, and Zoho Calendar.

2 Set up different calendar views

The second step to protect your privacy and security when sharing your calendar with your assistant is to set up different calendar views for different purposes. You don't want to share your entire calendar with your assistant, as that may expose your personal appointments, confidential meetings, or sensitive information. Instead, you want to create separate calendars for different categories, such as work, personal, family, and projects. Then, you can share only the relevant calendars with your assistant, and adjust the permissions accordingly. For example, you can give your assistant full access to your work calendar, but only view access to your personal calendar.

3 Use labels and codes

The third step to protect your privacy and security when sharing your calendar with your assistant is to use labels and codes for your events. Labels and codes are short and descriptive words or symbols that you can use to indicate the nature, priority, or status of your events. For example, you can use labels like "urgent", "tentative", or "confidential" to mark your events. You can also use codes like "D" for doctor, "F" for family, or "P" for personal to hide the details of your events. This way, you can communicate with your assistant without revealing too much information.

4 Review your calendar regularly

The fourth step to protect your privacy and security when sharing your calendar with your assistant is to review your calendar regularly. You want to make sure that your calendar is accurate, up-to-date, and free of errors or conflicts. You also want to check if there are any unauthorized or suspicious changes or access to your calendar. You can use the audit log or history feature of your calendar platform to track the activity and changes on your calendar. You can also set up alerts or notifications for any changes or requests on your calendar.

5 Establish clear boundaries and expectations

The fifth step to protect your privacy and security when sharing your calendar with your assistant is to establish clear boundaries and expectations. You want to have a mutual understanding and agreement with your assistant on how to use your calendar, what to share and what not to share, and how to communicate and resolve issues. You can create a calendar policy or guidelines that outlines the dos and don'ts of sharing your calendar with your assistant. You can also have regular feedback sessions or meetings with your assistant to discuss any problems or improvements.

6 Train and educate your assistant

The sixth and final step to protect your privacy and security when sharing your calendar with your assistant is to train and educate your assistant on the best practices and standards of calendar management. You want to make sure that your assistant is familiar and comfortable with the calendar platform, the labels and codes, the permissions and access levels, and the security and backup features. You also want to make sure that your assistant is aware and respectful of your privacy and security preferences and needs. You can provide your assistant with tutorials, manuals, or resources on how to use your calendar effectively and safely.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?