Using the GCal and Slack Status Effectively

Now that we are using Slack and making changes on how we interact with each other in order to be more efficient, I want to share some tips on how to maximize the way we use the Google Calendar (GCal) at work. I want to emphasize the importance of keeping your calendar and your status accurate.

Why is it important? Because it allows us to have a clear view of our work week and how much time we have for focused work, and it also shows us know how much time we have on scheduled meetings which we should be prepared for. Secondly, it allows your team members to be able to know your availability when they want to schedule some time with you or to know when should they expect a response to that question that was sent over in Slack.

Things to consider:

• Make sure that you accept or decline every meeting you are invited to. This will help when other's look at your Calendar and are trying to see your availability to schedule time to meet with you, as invites that have not yet been accepted will not show in your calendars when other's view it.

• Enter all your planned OOO (Out of Office) in your Calendar. If there is any period of time you will not be working during business hours, make sure your OOO is updated. Some of us have flexible schedules where we are not working at particular moments during regular business hours, and this is just our schedule. However, it is important, that if your schedule includes a day off in the middle of the week, or if your start/end of day is not 9/5 then your Google Calendar and Slack Status should show that. (See example)

  • Make sure you have access to the Bushburg OOO Calendar. This calendar is programmed to link with everyone's calendars in the ooo notices. So if you put in your personal calendar that you will be ooo then this calendar will sync with it within one hour and will add your ooo to this calendar. It is a great way to have a birds eye view of who is out and when in one place. You can add it to your list of calendars by clicking this link.

  • Post any unplanned ooo in the last-minute-ooo channel in Slack, this allows your team mates to know when you are running late, had to leave early, or taking a sick day. It will also be helpful to set yourself as Out Sick in Slack if that's the case or Out on vacation or Working from Home, that way people know what to expect.

• Link your Google Calendar and your Slack. When Slack and GCal are linked, Slack automatically sets your status to "In a Meeting" when your calendar says you are. In order to link the GCal to slack, go to the bottom left of Slack where it says Apps and Add Google Calendar and follow the prompts to set it up.

• Check your team mates calendars when trying to schedule individual times to talk. We all have access to everyone else's calendars at Bushburg. But not everyone knows this. In order to add a Calendar to your list of calendars you must Subscribe to their Google Calendar. (Instructions in this link)

• Slack don't Tap this has been a common topic since we have been using Slack. It means that we should stop interrupting people when they are working, and send them a Slack Message instead. If you need a few minutes to discuss something in person, send them a Slack message and make sure to check the person's Slack Status before expecting an immediate response. Slack messages should be answered within 3 hours of receiving the message (as long as it was during business hours). So if you need to speak with someone, and they are in a 2 hr meeting, you know they will not be able to answer you until that meeting is done, and it gives you a clear idea on when you will be able to move forward with that particular item.