Google Calendar

Tool class: Calendar

In Google Calendar, a topic’s calendar surface is the set of events whose titles start with the topic code, and optionally one shared secondary calendar for the topic.

Set up the surface for one topic

These steps use the example topic Example Co Operations (topic code EXOP).

1. Confirm the topic in the registry. Use the exact topic code.
2. Decide whether the topic needs a shared calendar. It needs one if it has regular meetings or shared dates that several participants must see. If not, skip to step 7.
3. Search the calendars you can see for EXOP. If a shared calendar for the topic already exists, use it. If two exist, record a provisioning gap.
4. Create a secondary calendar named EXOP Example Co Operations. Add a description that names the topic and links to the purpose page.
5. Share the calendar with the topic’s group, exop@example.com (see Permissions).
6. Create the topic’s recurring events, such as EXOP: Weekly review, on the shared calendar.
7. Use the topic code at the start of every event title for the topic, on any calendar.
8. Add the shared calendar, if there is one, to the topic profile.

Settings

• Calendar name. EXOP Example Co Operations. The code first, then the canonical topic name.
• Time zone. Set the calendar’s time zone to the one the topic normally works in. For events with attendees in several time zones, check the time zone of each event.
• Event title. The topic code, a colon, and the purpose: EXOP: Weekly review.
• Event description. One sentence of purpose, a link to the agenda, and, after the meeting, links to the notes page, the decision records, and the tasks. Keep the description short.
• Attachments. Link to files in the topic’s shared drive instead of uploading copies.
• Guests. Invite the people who need to attend. Invite the group exop@example.com only when every member should receive the invitation.

Permissions

A shared calendar can be shared with people or with groups. Each share has one of these permission levels:

Follow these rules:

• Share the calendar with the topic’s group. Usually “See all event details” is enough for most participants.
• Give “Make changes to events” to the people who schedule the topic’s meetings.
• Give “Make changes AND manage sharing” only to the maintainer and one backup.
• Do not make the calendar public. Treat availability and event details as private to the topic’s access boundary.

Maintenance

The maintainer checks the calendar on a regular schedule:

• The calendar name still matches the topic code and name.
• Sharing still matches the access boundary. Shares with individuals are recorded as exceptions or removed.
• Recurring events still have the correct title, attendees, and agenda link.
• Past meetings link to their notes and records. If a meeting produced decisions that were not recorded, the meeting organizer records them.
• Events about the topic use the topic code in the title.

When the topic becomes inactive:

1. End or delete future recurring events, and tell the attendees.
2. Keep the shared calendar for history according to the retention rule, or move continuing events to the topic that took over the work.
3. Reduce sharing to “See all event details” for the group.
4. Update the topic profile and the purpose page.

Agent notes

• Resolve the topic first. Search events by the topic code, for example EXOP:.
• Do not infer the topic from an event title that has no code. Ask, or check the linked records.
• When you create an event, use the topic code in the title and link the agenda in the description.
• Confirm the calendar, title, time, time zone, duration, attendees, conferencing, and recurrence before you create, change, or cancel an event. Each change can send notifications to attendees.
• Do not treat an invitation or an acceptance as approval of anything.