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Template: Remote Scheduling 

Use this section to outline tools and best practices for scheduling. Examples are below.


Establishing structured schedules is crucial to a successful remote workforce. Especially for teams working across time zones that need to learn to work asynchronously. Refer to our Remote Tech Stack for a full briefing of our organization's tools. Please refer to the following guidelines to maintain your schedule.

Calendars:  

Org-wide calendar tool:Google Calendar
Help on calendar functionality:Use G Suite Learning Center for info on how to best manage, share, and customize your calendar. For additional help reach out in #IT-requests.
What should you include in your calendar?OOO— Out of office.
Meetings— All meetings should be included in your calendar with a Zoom link.
HOLD— For heads-down time on a project or personal holds.
Our scheduling best practices:Regularly check in on co-workers schedules: Respond to meeting invites in a timely manner. If you have a meeting on your calendar but you haven’t verified your attendance, others won’t know if they can schedule over or reach out.Follow our meeting etiquette guidelines.

Unsure of the difference between WFH and OOO?

  • Working from home (WFH) means you are accessible during working hours, and you are actively working towards a deliverable.

  • Out of Office (OOO) means you are offline, not accessible during working hours, and are not working towards a deliverable. The expectation when you are OOO is that you will not be monitoring incoming messages and that you are not expected to respond.

  • Make sure whether you are WFH or OOO is clear on your Slack status and on your Google Calendar!

Status Updates:

  • Regularly update your status in your company communication channel. For Slack users, utilize the emoji functionality to set specific statuses and keep your coworkers in the know on your availability. Out for a walk to get a little fresh air? Throw up a 🚶🏽‍♂️and keep people in the know.

Navigating Time Zones:

  • Distributed teams working across multiple time zones means that flexibility is key.

    • Liberalize your company’s internal knowledge to allow individuals to work asynchronously.

  • Be mindful of only booking meetings within working hours (9am-5pm) If you're putting time on someone's calendar outside of those hours, over a lunch break, etc. send them a message before a calendar invite to make sure they are OK with taking the meeting. Use the Template: Remote Work Guidelines to ensure that you're being respectful and inclusive to all teams, across time zones.

Setting Boundaries:

  • We want to ensure that you are setting personal boundaries. Working from our homes often leads to blurred lines between work-life and personal-life. Here is a list of resources for you to check in with yourself and maintain a healthy balance:

    • Separate your work space & dedicate it to working. This article gives 3 easy tips to break bad habits and maintain separation.

    • Tap on the remote work community for tips on striking a balance. Pro-tip: Set up a slack channel (ex. #office-remote) dedicated all things remote work. This will give us a space to share in some comedic relief, best tips & tricks, and to find peace of mind knowing; it’s not just you!

    • Use these one-liners to set boundaries with friends and family as you enter into this newly flexible schedule.

  • Look at the Mental Health Resource to check in with yourself and your mental health while working remotely. If you're looking for a personal routine to aspire to during these uncertain times check out this Aspirational Schedule.

Go back to the Template: Remote Work Resources Overview