Calendar Best Practice

• The free and busy information in your calendar should reflect your availability during work hours.
• In general, a calendar entry should be created for anything that will make you unavailable to attend meetings on a particular day and time such as;
  • Meetings, attendance at events, teaching commitments etc.,
  • Scheduled leave of any kind,
  • Periods when you are interstate or overseas, and
  • Travelling time (included as separate meetings on either side of a scheduled meeting where appropriate).
• Do not invite someone to a meeting when they are not available (unless you contact them about the potential clash).
• Resources such as rooms, vehicles and equipment that are set up in calendar, should be managed only through calendar (i.e. do not set up a paper-based schedule).
• If you are a delegate for someone and they call in sick, enter it into their calendar.
• Accept, accept as tentative, or decline each meeting you are invited to in a timely manner, to keep the meeting organiser apprised of your decision.
• You should not create calendar entries for activities that can be done at anytime during the day e.g.;
  • Reminders to do things (e.g. pay a bill)
  • Lunch breaks that don't have to happen at a particular time.
• Confidential meetings should be marked as 'private' so that the details are not publically available.
• Share  your calendar with people that  you work closely with so that they can see the details of your calendar entries (excluding private entries).