Printing and Calendar Best Practices

Quick reference

• 00:04 All right, the calendar has to be printed at some point, and I do want to cover
• 00:08 some calendar best practices that I have gleaned over the years.
• 00:11 First of all, let's go ahead and print this with the famous Ctrl+P for print.
• 00:15 Ctrl+P will show you your weekly style, your weekly agenda, a daily style,
• 00:21 but I had some information on a Wednesday that I wanted to see and
• 00:25 I can't get to that here.
• 00:27 Weekly calendar, monthly calendar, I guess I could under my Print options kind of
• 00:31 make this be the day I want but it's easier to do this another way.
• 00:34 I'm going to hit Cancel, I'm going to go back to my printer.
• 00:37 I'm going to actually select that day that I'm travelling, and
• 00:40 I'm going to hit the Day view, the single Day view.
• 00:43 Now watch when I print.
• 00:45 Now I will get the entire day printed.
• 00:47 All right, and I could just hit Print and
• 00:49 hand that to whoever is going off on their travels.
• 00:51 And they have a nice schedule in case they can't log in or
• 00:54 can't get a phone connection, or something happens,
• 00:57 they have a nice printed entire itinerary on their calendar.
• 01:00 All right, let's go back, I want to talk to you about calendar best practices that
• 01:04 will explain why I have broken up this travel the way it looks on the screen,
• 01:08 drive to the airport, go through the security.
• 01:10 Here's the first leg here's the second leg.
• 01:12 Notice those gaps in between, that allows my traveler to know what he or
• 01:16 she can stop and make a phone call.
• 01:18 All right, let's review some best practices,
• 01:21 this is already on the reference guide as well.
• 01:23 Schedule the time on the calendar before and after the meetings for travel.
• 01:27 Get your traveler going before they have to go in or in a panic.
• 01:31 So anyway, always consider the travel time to the appointment,
• 01:34 whether it's driving or even just walk into another building.
• 01:37 Get that travel time so no one can book them and
• 01:40 occupy their time when they need to be moving.
• 01:42 Okay, allow a leeway window after in-between meetings, gives them a break,
• 01:46 even if they have to rush to the bathroom, okay?
• 01:49 Or, we always have to stay afterwards and hash out the rest of the topic.
• 01:52 So give them leeway between meetings, don't back to back meetings all day long.
• 01:56 Color coding, don't color code too much of your calendar, or
• 02:00 your boss' calendar if you maintain someone else's calendar.
• 02:03 Too much color can be just as efficient as no color at all.
• 02:06 So select a color code for external meetings like vendors or customers.
• 02:11 So at a glance, maybe an external meeting, they're blue,
• 02:15 but internal meetings might be green.
• 02:17 This might be more efficient than a different color for
• 02:20 every single meeting topic or every single customer.
• 02:23 Okay, respect meeting time.
• 02:25 So in the actual details of meeting,
• 02:28 include a message about a hard stop at 3 PM in the notes.
• 02:32 This will let everyone know that the end time is not just a suggestion.
• 02:36 Now, if a meeting is going to hit a hard stop or
• 02:38 you know that there's people in there they always go beyond the meeting.
• 02:42 Have an assistant or
• 02:43 a co-worker ready to ring into the conference room phone number.
• 02:47 This has the effect of startling the attendees and
• 02:49 they'll think the next conference call is ringing in, they'll scatter quickly.
• 02:53 Take some setup time, but with practice you'll know who and
• 02:56 when you have to pull this trick on.
• 02:58 Okay, print the calendar.
• 03:00 If you have a busy day ahead, a printed copy of the calendar can be a life saver
• 03:04 and a frustration saver if you'e not at your desk a lot.
• 03:07 Take your printed calendar with you as you walk through your campus to other
• 03:11 meetings.
• 03:12 All right, this is a great tip here.
• 03:15 Edit the subject line for clarity.
• 03:16 So I have to preface this with a note.
• 03:18 When a meeting request is updated by the sender, the subject line will update, and
• 03:23 the time will update for everyone invited.
• 03:25 But when you want to update the subject line, no one else will know about it.
• 03:32 No one else will be updated that you made a change to the subject line.
• 03:35 This a good feature, okay?
• 03:37 Good feature.
• 03:38 Because you can safely add details to the subject line.
• 03:41 For instance, if we use brackets as your signal that it's your own note,
• 03:45 you can put brackets, okay, who's attending this, in brackets, or
• 03:49 Customer wants a discount in brackets.
• 03:51 So it's just kind of a little safety measure to know that if you've been
• 03:54 invited, go ahead and edit your subject line, no one's going to see your notes.
• 03:57 No one else invited will see the note you typed.
• 04:00 Okay, make use of the event area.
• 04:02 Post team member or coworker vacation days as events so
• 04:05 you're not wasting time looking for Bill when he's out on vacation.
• 04:09 Post future events as placeholders like board meetings three months in advance.
• 04:13 Post your travel days in the event area.
• 04:16 Mark it as busy so no one else can schedule you, but you or your assistant
• 04:20 can still schedule specifics for that date, like your travel legs.
• 04:24 Okay, here's the busy traveler part, enter the legs of the trips individually,
• 04:29 therefore leaving the layover gaps open.
• 04:31 This allows for conference calls between flight legs.
• 04:33 If a flight is delayed or cancelled,
• 04:35 since the legs are scheduled separately on the calendar, you'll know at
• 04:39 a glance whether you have to rebook the whole trip or just one leg of the trip.
• 04:43 Okay, separately schedule the driving time to the airport and
• 04:45 to the meeting location to get them moving on time.
• 04:48 Separately schedule time to clear security at the airport,
• 04:52 and separately schedule the car rental and pick up return dates.
• 04:56 And also with hotels, include the address in the appointment details.
• 05:00 You wouldn't believe how handy this is just to have that information at a glance
• 05:04 to tell the Uber driver.
• 05:06 All right, that's it for now.
• 05:07 We're going to be moving on to Contacts next, so stay with me.
• 05:11 Thanks.

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