Useful things to remember
Start from your goals
Start from your goals
Tip: refer to OKRs
OKRs are a useful tool to align on objectives and priorities with your manager and team. If you’ve already set the OKRs with your team, refer to them as a way to understand how to use your time.
Warning: be aware of your priorities and time
It’s always good to help a colleague in case of need, but if additional requests and extra-work become the standard and prevent you from carrying out the most important tasks, all the organization will be affected.
When asked to do something outside your priorities and time allocation, always consider how it relates to your goals and how to optimize the time you’re investing on it. Also, keep track of any extra-request and report them to your manager, to eventually reset your priorities later on.
Schedule your week
Warning: keep your calendar updated
Make sure your calendar always reflects your planned use of time, considering both meetings and other types of sessions or appointments.
When you receive an invitation to a meeting, don’t wait too long to accept or decline. The longer you wait, the harder is going to be to organize the week as other people could try to schedule appointments in the same time-slots, creating conflicts. If you decline, make sure to include a motivation for your rejection and/or propose a new time slot.
When you start your working day, in the morning, take 5 minutes to verify your agenda, accept pending invitations, decline or cancel appointments in which you can’t be available, block time-slots if needed and mark out-of-office time (if any) in the following days.
Tip: distinguish different meeting types
Use a clear system to name meetings and assign different colours to help differentiate the different types of events in the agenda. In this way you’ll know at-a-glance how your week is structured.
Meeting types include the “Out-Of-Office”, that should be visible to everyone in your agenda.
Tip: set public vs private meetings
If you make your calendar public, your colleagues would be able to see not just if you are available or not, but also the type of meeting you are going to have: this will help them being respectful for your own agenda when sending invitations.
If you’re adding time-slots or meetings you don’t want others to know (e.g. personal appointments or 1:1 sessions), you could just make them private so that others will just see the blocked slot, without knowing its title.
Set your office days
Tips: make the most of your office days
Here are some good practices to make the most of your time in the office:
1. Plan all the sessions that could benefit from being in-person in those days (creative sessions, critical discussions, long-meetings, etc.).
2. Reach out to colleagues for a coffee or lunch, to meet people you don’t normally talk to in your everyday calls.
3. Update your status on Teams:
- Next to your status, choose your work location from the location dropdown menu.
- Update your availability, so people will know when to come/not to come to your desk or call you.
- Schedule the out of office status in case you take some time off.
Schedule one-to-one meetings
Tips: define how much time you need
One-to-one meetings could last from 25/30 minutes to 50 minutes/1 hour, depending on the need. A duration of 25/30 minutes is enough if the one-to-one is a recurring appointment (e.g. to review how things are going, with your manager or HR). Otherwise, if you have several key topics to discuss or it’s a rare moment of sync, 1 hour could work better.
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