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Calendar access at work need advice

groovygrlgroovygrl member
edited May 2014 in Working Moms
When I started this job the admin person for my dept asked me to add her to my calendar access bc she had access to my predecessors calendar and it would help w meeting scheduling and whatnot. I was not very familiar with outlooks scheduling asst feature a t the time or really how we would work together so I added her assuming that if it was useful for my predecessor then that was probably fine. She is not my assistant and does not manage my calendar or anything like that so over time I realized there was no need for her to see everything on my calendar since outlook will show her where I have things blocked etc. I don't really like that she can see my whole calendar and I started marking dr appts and stuff as private but there are some work things like meetings w hr and whatnot that I don't really think she needs to see... Plus if I ever look for work elsewhere and need to block my calendar it will be weird tho I could just do it as a private appt like I do with dr appts etc.
Obviously I can't go back and undo it and she has had access over a year so she will notice if she doesn't anymore... Any advice for how to address this or am I making a mountain out of a molehill?
Also sorry for lack of punctuation am on phone :)
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Re: Calendar access at work need advice

  • [Deleted User][Deleted User] member

    You can do this a couple of ways.

    1. Just be honest.  Remove her access and simply say you prefer to keep your calendar private as you mark it with personal things as well.

    2. Be vague on your outlook calendar and keep a pen and paper calendar.

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  • groovygrlgroovygrl member
    Thanks all I will look into those features! I have tried to be vague on some appointments but then the person on the receiving end of the meeting invite might have no idea what it is about...
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  • cecilyandgautamcecilyandgautam member
    I second the idea to change her access to only see what's block off & what isn't. I wouldn't say anything and honestly, I'd be surprised if she noticed or cared enough to say anything to you about it. I have had several people share their calendar with me and most of the time, I have their calendars turned off/invisible so I can easily see just my appointments. If one of them dropped me one day, I don't think I'd notice. I use the scheduling assistance when I need to set up an appointment with some one. 
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  • groovygrlgroovygrl member
    cjcouple said:
    Honestly, she's an admin and not even yours. You don't owe her an explanation at all. Just remove her permission, shoot her quick email "Hey Susie, I removed your permission to view my outlook calendar. Moving forward please use the scheduling assistant if needed for meetings. Thanks, Groovy" Done. FWIW, I am an admin and had access to my managers outlook. Email, contacts, calendar. if either of them said they've removed me I wouldn't even bat an eye. Especially if I rarely used it.
    Thanks!
    We are a very small dept and I guarantee she'll notice but I think maybe I'll just remove her and not say anything. I don't know if she'll ask but I'll just tell her it didnt really seem like it was useful since she can see if I'm blocked off.
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  • SoMoNYSoMoNY member
    If you calendars are set up correctly others should only be able to see if you are free or not.


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  • bethughkneebethughknee member
    When I worked as an EA, one of the VP's had his calendar set so that appointments only showed up for me as "Busy" like a PP said. If that would be easier for you so you can make sure she doesn't double book your time, that's the option I would choose. :)


    Married: 9.22.12 - DD: 1.7.14 - EDD 2: 10.30.17 - J14 OG
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  • ASmallWonderASmallWonder member
    I'm an admin and do have access to calendars other than the ones I manage.  It's to make it easier to say "I need to schedule a meeting with Jane and Bill - oh look, Jane's 1:00 is something easily moved.  Score."  It's not critical but it makes it easier IF she needs but there are some people here who don't like to share and that's fine.  I don't take personal offense to it.  People have different comfort levels.  One person I technically support shares nothing and someone else shares, quite literally, her entire life with me - email, personal files, etc.
    Formerly known as elmoali :)

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