Objectives:

Upon successful completion of this course, participants will be able to:

• Master the advanced features of **Outlook and Google Calendar** for complex scheduling scenarios.
• Implement and manage delegated calendar access, permissions, and security settings.
• Strategically schedule meetings across multiple time zones, minimizing conflict and travel time.
• Utilize scheduling assistant features to efficiently book meeting rooms and necessary resources.
• Integrate calendar platforms with email, task management, and meeting platforms (e.g., Teams, Zoom).
• Develop and enforce a clear protocol for calendar management and external meeting requests.
• Leverage third-party tools (e.g., Calendly, Doodle) for external and cross-organizational scheduling.
• Troubleshoot common scheduling conflicts, permission errors, and technical issues.

Target Audience:

• Administrative Assistants and Executive Assistants with heavy scheduling responsibilities
• Office Managers and Coordinators managing team calendars
• Anyone who uses Outlook or Google Calendar as a primary professional tool
• Staff who manage delegated access to executive calendars
• Professionals frequently scheduling meetings across multiple time zones
• New employees needing a detailed, hands-on guide to efficient digital scheduling

• Hands-on lab exercises for complex time zone scheduling and calendar delegation in Outlook and Google.
• Practical exercise: creating an efficient scheduling template for a recurring multi-stop event.
• Group activity: developing a clear protocol for external contacts to request time with an executive.
• Technical demonstration and practice using Calendly and FindTime for external scheduling.
• Role-playing scenarios for managing a sudden executive calendar conflict and rescheduling.
• Troubleshooting workshop for common calendar permission and sync errors.
• Discussions on best practices for protecting executive time and focus.

Unit 1: Calendar System Foundations and Delegation

• Mastering the Scheduling Assistant for complex internal and external invites.
• Utilizing different views, overlays, and color-coding for priority and clarity.
• Setting up and managing Calendar Groups for easy visibility of multiple team members.
• Creating and managing recurring appointments, exceptions, and series updates correctly.

• Granting and managing full, limited, and view-only permissions for executive calendars.
• Understanding and implementing the "Send on Behalf" and "Send As" features securely.
• Managing meeting responses and conflicting invitations on behalf of the executive.
• Setting up notification and reminder preferences for delegated schedules.

Unit 2: Strategic Scheduling and Time Zone Management

• Implementing the "Time Zone Bar" in Outlook and Google Calendar for accurate visualization.
• Techniques for scheduling global meetings that minimize disruption to all attendees.
• Converting meeting times accurately and communicating them clearly in invitations.
• Understanding daylight savings time (DST) complexities in international scheduling.

• Implementing time blocking and setting appointments as "Busy" to protect focus time.
• Building in strategic buffer time for travel, preparation, and follow-up between meetings.
• Analyzing the executive's calendar to proactively suggest workload balance and meeting consolidation.
• Developing a clear policy for handling urgent, last-minute meeting requests effectively.

Unit 3: Resource and Meeting Logistics Management

• Mastering the process for booking meeting rooms, projectors, and video conferencing units.
• Troubleshooting common room booking conflicts and double-booking issues.
• Setting up and managing location-based services and estimated travel time integration.
• Creating and updating resource mailboxes and ensuring their accurate functionality.

• Integrating virtual meeting links (Teams, Zoom, Webex) directly into calendar invites.
• Setting up the invitation with required attendee tracking and optional RSVP requests.
• Ensuring seamless setup of hybrid meetings, linking the room and the virtual platform.
• Utilizing pre-meeting features like polls, waiting rooms, and participant management.

Unit 4: Google Calendar and Cross-Platform Tools

• Utilizing Google Calendar's key features: multiple calendars, event guests, and resource booking.
• Implementing the "Find a Time" feature and using the World Clock for global scheduling.
• Sharing, managing, and securing delegated access for Google calendars.
• Setting up and utilizing Google Meet links for instant video conferencing.

• Understanding and utilizing tools like **Calendly** for easy external booking and availability sharing.
• Leveraging **Doodle/FindTime** for surveying participant availability for large groups.
• Integrating these external tools back into the primary calendar system.
• Managing professional branding and custom links for scheduling pages.

Unit 5: Troubleshooting and Scheduling Protocol

• Diagnosing and resolving common calendar syncing, sharing, and permission errors.
• Ensuring all meeting content and attachment links are secure and follow data privacy policy.
• Managing calendar settings for automatic processing of meeting requests and time off.
• Best practices for backing up calendar data and managing large archives.

• Developing a clear, documented protocol for how, when, and by whom executive time can be booked.
• Communicating scheduling policies to internal teams and external contacts effectively.
• Creating a master checklist for complex, high-priority meeting scheduling.
• Training and cross-training backup administrative staff on scheduling systems and policies.