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What are the best calendar management practices for remote work?

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Calendar management is a crucial skill for any office administrator, but especially for those who work remotely. With different time zones, communication tools, and personal preferences, keeping track of your appointments, deadlines, and tasks can be challenging. In this article, we'll share some of the best calendar management practices for remote work that can help you stay organized, productive, and efficient.

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Karin Andrejev

Executive assistant at SMIT (IT and Development Centre at the Estonian Ministry of the Interior)
Alka Vig

Executive Assistant
Vasinee (Tabbi) S.

Communicator | I&D Supporter | AFS Alumni

1 Choose a reliable calendar app

The first step to effective calendar management is to choose a reliable calendar app that suits your needs and preferences. There are many options available, such as Google Calendar, Outlook, Calendly, or Trello, that offer different features and integrations. Look for a calendar app that allows you to sync your personal and professional calendars, set reminders and notifications, share your availability, and access it from any device. You can also use a calendar app that integrates with your email, project management, or video conferencing tools to streamline your workflow.

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Vasinee (Tabbi) S.

Communicator | I&D Supporter | AFS Alumni
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Viva Insights is also another good tool to help manage your calender and tasks. For example, you can also schedule your "focus time", and use it to perform certain tasks (for me I use it to plan my day and finish the unfinished tasks from the day before) without being disturbed.

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2 Set clear boundaries and expectations

One of the challenges of remote work is to balance your work and personal life, and avoid distractions and interruptions. To do that, you need to set clear boundaries and expectations for yourself and others. For example, you can block out your working hours, lunch breaks, and personal time on your calendar, and communicate them to your colleagues, clients, and family. You can also use a status indicator, such as "busy", "available", or "do not disturb", to let others know when you can or cannot be reached. Additionally, you can set realistic goals and priorities for each day, week, or month, and allocate enough time for each task on your calendar.

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3 Be flexible and adaptable

Another challenge of remote work is to deal with unexpected changes and emergencies that may affect your schedule. For instance, you may have to deal with a technical issue, a last-minute meeting, or a personal matter that requires your attention. To cope with these situations, you need to be flexible and adaptable, and adjust your calendar accordingly. For example, you can reschedule or cancel appointments that are not urgent or important, delegate or outsource tasks that you can't handle, or ask for extensions or support if needed. You can also leave some buffer time between your appointments and tasks, to account for any delays or interruptions.

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4 Review and update your calendar regularly

One of the best calendar management practices for remote work is to review and update your calendar regularly. This can help you stay on track, avoid conflicts and overlaps, and plan ahead. For example, you can review your calendar at the end of each day, week, or month, and evaluate your progress, achievements, and challenges. You can also update your calendar with any new appointments, deadlines, or tasks that come up, and delete or archive any completed or irrelevant ones. You can also use your calendar to reflect on your performance, identify areas for improvement, and set new goals.

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Karin Andrejev

Executive assistant at SMIT (IT and Development Centre at the Estonian Ministry of the Interior)
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Always have a long view of upcoming events in your calendar, at least 2 weeks ahead. Why? Because appointments, which you are about to reschedule or decline, affect other peoples lives also. If you know in advance that something is going to change, let people know right now. Long view has another good thing. If your office has multiple meeting rooms and they are constantly booked (incl. recurring events), then it gives time for you to negotiate with people - can you please move your meeting to a smaller room so I can have you booked bigger room. Always updated calendar is all about good communication. No one will get angry, if you let people know as early as possible of changes. People usually don't like last minute changes.

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5 Use color coding and labels

Another way to improve your calendar management is to use color coding and labels to organize and categorize your appointments, deadlines, and tasks. This can help you visualize your schedule, prioritize your activities, and identify any gaps or opportunities. For example, you can use different colors or labels to distinguish between different types of events, such as meetings, calls, emails, projects, or personal activities. You can also use colors or labels to indicate the status, urgency, or importance of each event, such as "pending", "confirmed", "urgent", or "optional". You can also use colors or labels to group events by client, project, or team.

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Joyce Tsanga

Virtual Assistant
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Color coding plays a crucial role in calendar management because it visually highlights which projects or tasks should be prioritized based on their urgency. By assigning different colors to various levels of importance, such as red for urgent tasks, yellow for moderate priority, and green for low priority, you can quickly assess your schedule and make informed decisions about how to allocate your time. Color coding my calender helps me to regularly update and review my calender regularly and helped me to stay on top of tasks and meet deadlines. Examples of calenders thats support are: Google Calendar Apple Calendar Fantastical Any.do

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6 Share and collaborate with others

The final calendar management practice for remote work is to share and collaborate with others. This can help you coordinate your efforts, communicate effectively, and build trust and rapport. For example, you can share your calendar with your colleagues, clients, or managers, and invite them to view or edit your events. You can also use your calendar to schedule meetings, calls, or webinars with others, and send them invitations, confirmations, or reminders. You can also use your calendar to provide feedback, updates, or reports to others, and receive the same from them.

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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?

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Alka Vig

Executive Assistant
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In my view, effective calendar management is essential for remote work success. Simple yet essential practices like time blocking, prioritizing tasks, setting clear boundaries, and utilizing scheduling tools help maintain organization and focus. Incorporating breaks, buffer time, and syncing personal and work calendars enhances efficiency. Color-coding and regular reviews aid in prioritization. Being considerate of time zones and embracing flexibility while maintaining realistic expectations is key. Reminders for crucial events and a willingness to experiment with calendar methods contribute to effective remote work management and maintaining a balanced schedule.

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What are the best calendar management practices for remote work?

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2

3

4

5

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1 Choose a reliable calendar app

2 Set clear boundaries and expectations

3 Be flexible and adaptable

4 Review and update your calendar regularly

5 Use color coding and labels

6 Share and collaborate with others

7 Here’s what else to consider

Office Administration

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What are the best calendar management practices for remote work?

1

2

3

4

5

6

7

1 Choose a reliable calendar app

2 Set clear boundaries and expectations

3 Be flexible and adaptable

4 Review and update your calendar regularly

5 Use color coding and labels

6 Share and collaborate with others

7 Here’s what else to consider

Office Administration

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