How to Use Other People's Calendars for Professional Success

Gaining Calendar Access

• 💡 It's often surprising how few professionals ask for or are granted access to their colleagues' calendars, even their direct reports'.
• 🔑 Access is typically granted by asking, and it's a mistake to assume it's not allowed.
• 🏢 Organizations may default to open calendar access or require explicit permission, so understand your company's settings.
• 🤝 Managers should have access to their direct reports' calendars, and this is a reasonable request for improved oversight and support.

Addressing Privacy Concerns

• 🔒 While calendars contain personal information, in a professional setting, transparency is appropriate as the company pays for your time.
• 📝 Private appointments can be marked as 'Appointment' or 'Doctor' without revealing sensitive details.
• 🗓️ Using a work calendar for professional interactions and a separate system for highly private matters is a common practice.

Strategic Calendar Usage

• 🎯 Before proposing meeting times, always check the calendars of all attendees to avoid frustrating back-and-forth scheduling.
• ⏱️ This proactive approach saves significant time and demonstrates consideration for others' schedules, improving relationships.
• 📞 Similarly, before calling someone, check their calendar to ensure it's a good time to talk, preventing rushed or unproductive conversations.
• 💬 For IMs or calls, acknowledge if the person is in a meeting or otherwise occupied, showing respect for their time and workload.

Respecting Calendar Boundaries

• 🤫 Do not discuss or draw conclusions from anything you see on someone's calendar unless they have explicitly shared that information with you separately.
• 🚫 This includes contentious meetings, client interactions, HR meetings, or even personal appointments like doctor visits.
• 🤝 Respecting these boundaries is crucial for maintaining trust and encouraging continued calendar sharing.
• 🧐 If you are the type of person who cannot resist asking about what you see, it is best not to look at calendars at all.