Electronic Ways of Working (e-WoW) – Using Electronic Calendars  

Growing the Business

Electronic Ways of Working (e-WoW) – Using Electronic Calendars

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Outlook allows users to enter details on a calendar, and then make that information available to other users. It is the ability to see what other people are scheduled to be doing at any particular time, and for others to see what you are scheduled to be doing, that makes shared calendars such a valuable tool for effective collaborative working.

What you need to do:

  • Keep your online calendar up to date, showing where you are, and displaying any scheduled events. If you do not do this, people are likely to assume that you are at your normal place of work
  • Make your calendar available for appropriate people with whom you interact
  • Think about whether you want other people to have full or partial update rights to your calendar (typically used by Directors and their EAs). Make sure you understand how to separate Calendar access from e mail access
  • Where event information is sensitive (or simply private), you should record it in such a way that the details are not visible to viewers, though they can see that you are committed. This is easily done in Outlook by marking the event as a “Private Appointment”.  However, sensitive personal data must not be included with calendar entries. You should never include such things as employee reports, medical conditions, welfare reports, or anything that falls under the GDPR
  • Use the calendar system when inviting others to scheduled events (but if in doubt that you are using the other person’s correct calendar, check by other means)
  • Keep significant events on your calendar after they have occurred, as they provide a useful record for you and colleagues, but delete the trivial
  • Delete large attachments from historic calendar entries (or move them to the appropriate shared area, and replace by a link).

Sean Kelly MBE
Chief Information Officer