View source for 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.

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== 2. Accessing the Company Calendar ==

* Open '''Outlook''' and select the '''Calendar''' tab.
* Or access online via: <nowiki>https://outlook.office.com/calendar</nowiki>
* Sign in using your company email and password.
* Ensure your timezone is set correctly.

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== 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.

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== 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

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== 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)

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== 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.

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== 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.

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== 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.

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== '''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.