Company Calendar / Meetings
1. Introduction
- The Company Calendar helps you manage meetings, schedules, and availability.
- All employees must use the Outlook Calendar for official meeting planning.
- Meetings should be scheduled professionally and with clear purpose.
2. Accessing the Company Calendar
- Open Outlook and select the Calendar tab.
- Or access online via: https://outlook.office.com/calendar
- Sign in using your company email and password.
- Ensure your timezone is set correctly.
3. Scheduling a Meeting
- Click New Meeting or New Event.
- Add:
- Meeting title (clear and descriptive)
- Participants (To/CC fields)
- Date & time
- Location (Meeting room or “Microsoft Teams Meeting”)
- Agenda or purpose in the description
- Use Scheduling Assistant to check participants’ availability.
- Send the meeting invite.
4. Microsoft Teams Meeting Integration
- When scheduling a virtual meeting, click “Teams Meeting” to auto-add the link.
- Ensure the meeting has:
- Teams link
- Audio call-in details (if enabled)
- Clear instructions if documents are pre-shared
5. Accepting / Declining Meetings
Employees should respond promptly:
- Accept – if you can attend
- Tentative – if unsure
- Decline – if unavailable (add a note or alternative time)
6. Meeting Etiquette
- Join 2–3 minutes before the meeting starts.
- Keep microphone muted when not speaking.
- Use video when required and when internet is stable.
- Stick to the agenda and keep discussions focused.
- Avoid multitasking or unrelated conversations.
- For in-person meetings, arrive on time.
7. Managing Calendar Availability
- Set working hours in Outlook Calendar settings.
- Block planned leave or non-working time in advance.
- Use Out of Office (OOO) for vacations or long unavailability.
- Update your status in Teams for visibility.
8. Rescheduling or Cancelling Meetings
- Use Propose New Time instead of replying by email.
- If cancelling, provide a reason and send an updated notification.
- Inform key stakeholders before major changes.
9. Best Practices
- Share agendas at least 24 hours before important meetings.
- Keep meeting durations reasonable (30–45 mins).
- Avoid scheduling during lunch hours unless urgent.
- Ensure follow-up actions are documented and shared after the meeting.