Setting up your Clockwise team

To ensure your team gets the most benefit out of Clockwise, consider the steps below on how to set up your account correctly and how to proactively communicate your use of Clockwise with users and non-users on your team. Drop this article link in your team channel for easy distribution. 

If you ever need any help maximizing usage of Clockwise on your team, reach out to us here.

Glossary

• Flexible Meetings:
  • Clockwise will automatically reschedule flexible meetings to the least disruptive time as your calendar changes, minimizing interruptions and context switching costs​. Depending on the flexibility of your meeting, you can specify if Clockwise can move it within the week or within the day.
• ❇️
  • Clockwise adds this emoji to the title of any meeting or Clockwise-managed holds. That way all meeting attendees know at-a-glance that the event may be moved by Clockwise.
• Focus Time
  • Two or more hours of uninterrupted time within your working hours is considered Focus Time. You can choose to optionally sync that Focus Time to your calendar as Focus Time holds.

Complete On-boarding

• Set your meeting hours & lunch preference
  • Tell Clockwise exactly when you’re open to meet so flexible meeting moves fit within your preferences. Uncheck My meeting hours are the same as my working hours in your Preferences to customize your schedule. This prevents scheduling meetings at the very beginning or end of your day. 
• Set your weekly Focus Time goal
  • Make sure to set your weekly goal in your settings to ensure you have enough heads down time and set when you prefer more focus time, in the morning or the afternoon.
• Mark a meeting as flexible
  • Find at least one flexible meeting that can be moved by Clockwise. Set how flexible it is, ok to move within the week or the day.
• Set your primary work location
  • Make sure to input your work address in your settings which will allow Clockwise to automatically estimate the right travel time between locations.
• Communicate that you're using Flexible Meetings to non-users
  • Since you can set flexible meetings that include your colleagues who may not use Clockwise, it's important to communicate with all meeting participants what Clockwise is, what they should expect, and which preferences you set. Send this article their way: What to expect when your teammates are using Clockwise.

Check your settings for all other features

• Slack sync
  • Automatically sync your status, set up DND, get daily flexible meeting notifications and daily forecasts delivered at the time you customize.
• Travel Time
  • Automatically calculate and block off the right amount of travel time for meetings that have a location added to the calendar event.
• Personal Calendar sync
  • Sync your personal calendar to automatically block off private events on your primary work calendar. Bonus: Travel time works on personal calendar events!
• Team Analytics
  • Understand your team’s bandwidth by navigating to your Team Analytics tab

Communicating with your team about Clockwise

• Introduce Clockwise at your next meeting
  • Clockwise works best when more people on your team are using it. Introduce Clockwise to your team, how to set their working hour and meeting hour preferences, and what the best candidates for flexible meetings are. Before you know it, a lot of the manual work will be taken out of your team calendar responsibilities.
• Add your team to Clockwise
  • Team features will take the busy work out of managing your calendar as a team.  With features like Team availability calendar, Team availability Slack sync, and a Team no meeting day – your team can focus more on their work and less on their calendars. 
• Set team norms for respecting Focus Time
  • Let your team know you’re using Clockwise and that they may notice Focus Time blocked off on your calendar.
  • Decide as a group what behavior is welcome when someone is in Focus Time (ex: Slack messages when you’re in DND mode), and what is not (ex: booking over a Focus Time block without asking).
• Share which meetings are best to mark as flexible
  • Make sure your colleagues know which meetings should be marked as flexible and why:
    • Small (<10 attendees), internal, recurring meetings that are flexible don’t have to happen at a specific time, but can be at any time within a specific day, or within a week.