Keeping your calendar up-to-date is more than just keeping track of events that you have going on– it’s the critical first step for booking interviews with candidates.
No matter what tools your recruiting team adopts to better maximize their time and make their interviews effective, it’s a moot point if you, an interviewer, aren’t practicing good calendar hygiene.
What’s calendar hygiene?
Keep your calendar organized and accurate to practice good calendar hygiene. This ensures it accurately reflects your true availability. Not doing so means other people or software reading your calendar won’t have a good idea of your availability. This results in interviews needing to be rescheduled, further increasing your company’s time to hire.
How can you make sure you’re not the bottleneck in your company’s hiring process? Here are some tips and tricks to keep your calendar hygienic so you can maximize your time.
1) Keep Your Calendar Up-To-Date
First and foremost, make sure your calendar is up-to-date. This includes adding travel buffers for customer visits (or if you’re going out to lunch), removing cancelled meetings from your calendar, and making sure that all meetings with coworkers are reflected on your calendar.
Additionally, make sure you RSVP to your invites right away so other people know if you are attending. In fact, making it a habit to reply to all meeting invites as soon as you receive them will make sure you don’t miss important meetings.
2) Set Company Keywords
If your company uses GoodTime, you have the added benefit of leveraging company keywords. This means that the recruiting coordinator (or whoever is scheduling the interview) doesn’t have to guess if a calendar event is a hard or soft conflict.
Soft conflicts are events such as happy hours, office hours, calendar “holds” that you’ve set, and more. Hard conflicts are anything that can’t be scheduled over, such as PTO or travel buffers.
By setting up company keywords in GoodTime, the system will automatically recognize these events and either offer them as potential interview times or not schedule over them. This greatly increases potential interview slots, which helps get top talent in the door faster!
3) Make PTO/OOO Events Clear
Every company and team seems to handle PTO/OOO differently, which can make it confusing. This confusion can be especially difficult when it comes to scheduling interviews.
This is especially true when many people, usually managers, are invited to the PTO/OOO event, making it difficult to tell who’s actually out of the office.
As a general rule of thumb, your team should have a separate PTO calendar so everyone can see who’s out of the office. And, in the title of the event, you should write your name. This decreases the possibility of confusion, even if you (or others) invite individuals to the PTO event.
If you’re using GoodTime, the platform’s algorithm will know that you’re on PTO and not schedule you for interviews, because it can read your name in the event title and the “PTO” hard conflict!
4) All-Day Events
All-day events are tricky because there are many different “kinds” of them.
An all-day event can just be an event title, like “John’s Work Anniversary,” or it could be an actual conflict, like “John in Mexico.” Because of this, it’s especially important to make sure that you and the other interviewers on your team follow the same naming protocols when it comes to all-day events.
If you use GoodTime, the software will try its best to understand if you’re available for the interview based on the words used in the event title, but it’s always just better to follow company keywords and mark yourself free or busy.
Decrease your time to hire and practice good calendar hygiene! And, if you really want to make an impact, leveraging a tool like GoodTime can help maximize your team’s interview availability so you can interview your best candidate before your competition!
About the Author:
Peter Lee is a co-founder and the CTO at GoodTime!