the groovy stuff that i want to share
with you is the out of office features
um so you'll see here tomorrow afternoon
i'm going to go and do a mineral bath
down in burley which i'm very excited
about and so
i've set myself to be out of office for
the afternoon now to do that
all you need to do is drag and drop an
event just like you would create a
normal event
and click the out of office button there
we go
so the out of office button when i click
save it's got a really cool little
feature here
it's going to automatically decline
existing meetings and any new meetings
for those times
so you know how every now and again now
every now and again someone will just
like drop you an email
and they'll send a proposed time if you
know you're going to be out and about
for the day
then just set this up and it's going to
automatically save and decline any
meetings if you for some reason need to
be
away for the day or not at work for the
day you can also drag and out of office
over existing meetings that you've
already rsvp'd to
stick it to out of office and then it'll
automatically decline
all of those meetings that you had there
i'm not going to do these for my
thursday meetings obviously
the one downside to this is you can't
unfortunately schedule the out of office
to be repeating so if you've got like a
repeated day out of the office
you can't quite do that which is a bit
annoying but you can do
an out of office all day event if you
want okay so i can set out of office to
be all day
and then it's going to be automatically
all day out of office now
where is that useful for your team
members
well let's have a look at what that
looks like on angel's calendar
so i asked angel to set an out of office
for this evening here and she's taken a
holiday from 5 p.m till uh
midnight her time and it's automatically
showing me
that angel is out of the office here now
that's okay kind of useful if i was to
go to the calendar
and want to book a meeting with her but
let's say for example i
want to send angel a chat message and
you know just say hi to her or
hit her up about a task or let her know
that i've got a new crazy idea that i
wanted to implement
that's the kind of thing that typically
happens on a typical day for us
i want to message angel via chat so let
me go ahead and i'll open my chat here
and you may have noticed this earlier if
you've got a keen eye
that inside my chat window with angel
check this out
angel is out of the office back tomorrow
now if she'd been back like let's say
she's scheduled out of the office for
the whole week because she was away
it would say back next week or back on
the 15th or whatever it is but that
automatically shows up there in the chat
the other cool thing
is if for example i had not looked at
angel's calendar
and i decided to schedule a meeting here
and i added angel
as a guest it's actually going to show
well for starters it's going to show
that angel is outside the working hours
but if i was to send this it's going to
automatically decline
the meeting from angel so she doesn't
even have to bother with that
but you'll see here it's also showing
that it's outside of her
working hours i was hoping it would
actually show that she's out of office
but it seems to take preference
that it's outside her her working hours
there and that is my third tip i want to
show you guys
how to set up your working hours um so
different people know
when it is or isn't appropriate to be
scheduling times with you
particularly useful if you've got a team
that are international or working across
different time zones but definitely
useful for someone who's maybe
outside your company trying to schedule
a meeting with you okay
so i'm going to go to settings here and
inside settings we want to find
working hours there we go so you can set
what days
and what working hours you are available
there's a help guide here as well
but that's basically inside your google
calendar settings
and then it's going to automatically let
anyone who's able to schedule meetings
with you know
whether or not it's like in office or
out of office hours for you
why would it be useful why is it
important to actually spend the time to
set up this kind of stuff well because
it just makes your day-to-day easier
i know that when i'm messaging my team
members on
chat that i'm interrupting them in some
form right i'm
i'm giving them some kind of
interruption and
i don't want to interrupt someone when
it is their personal time
as business owners for us everything is
urgent all the time
and for us everything is on the line all
the time because
we own the business if the thing fails
we might lose our family home
probably our livelihoods we can run into
real trouble right and so
we are probably going to have a higher
perception
of what's actually important and or
urgent than our team members will have
and we need to learn to make sure that
we're giving other people
space and we're giving good boundaries
or we're adhering to good boundaries
with the people that we work with and so
the moment that i see
oh someone's out of office when i go to
send them a random message because i've
had a random thought
then i will immediately double check
that and decide
okay could this go into asana is this
important enough to bother someone
when they've said that they're actually
out of office or am i even going to get
a response
i know that i don't need to expect a
response if someone's actually out of
office
because i can then no all right they're
not in today
i'll hassle someone else so that gives
you an idea of how to use those features
i really like those in calendar
very simple features but again make it
really easy for you to use
now inevitably we get questions from
time to time
pete should i use calendar on outlook on
my desktop
or i'm on a mac and i really really
really like apple calendar
should i synchronize it to apple
calendar or i'm on an
iphone and i haven't actually downloaded
the google calendar app
and you're still using the apple
calendar now it'll synchronize both ways
it actually works but you miss out on
some of these features
and so if you are one of those people
who are using
a calendar other than the official
google calendar apps
and the official google calendar in the
web then i would strongly recommend you
consider
downloading the official apps and only
using google calendar in the web now not
only
is the web a better experience in my
opinion but if you're actually
synchronizing
your google calendar to either your
apple calendar on your phone
or if you're synchronizing it to mac
apple calendar on your apple desktop or
laptop then you can actually run into
synchronization conflicts
and look we've got 20 000 employees that
we support across all of our clients
we have seen hundreds and hundreds of
customers who are using
apple calendar and they run into
synchronization issues on there on the
google calendar so just
forget about it use google in the web
download the actual google calendar app
do that now if you haven't already and
you're gonna have a much better
experience
so i'm curious to hear drop it in the
comments guys if that is you if you need
to go and download it if you're
downloading it right now then let me
know
i would love to know okay guys i come
from a background of it management
in the iit industry it's called msp or
managed service providers
i started this business when i was 19
years old officially but before that i
was kind of helping people out with the
computers
so it's 15 plus years that i've been
helping
businesses and consumers as well with
their technology
now what i know is if there's an
opportunity for something to go wrong
eventually it will go wrong it might
only be once a year
but it might be that once a year that
you miss a meeting or you miss an
important call with a client and
that turns into rubbish for you now
multiply that by five or ten
times when you've got a bunch of staff
that you've got to manage as well then
all of a sudden you're going to have
that moore's law coming into place times
5x or 10x or 20x
which is not the kind of thing that we
want a 10x and so
cloud first everything and it's the same
principle with using something like a
chromebook which we have many other
videos on
on our channels make sure that you keep
things as simple as possible and you
just
remove the options and you remove the
opportunities for things to break
or for things not to work and you're
going to have a much better time
okay i've got one more very quick one
and then we've got a bonus one guys and
then we're going to wrap up so next up
let's talk about
google vault i have not talked about
google vault in a long time
and that's because it's one of those
features that tends to like hide away in
the background
that people don't need to use until they
have an off
moment and my philosophy of life is we
want to have ahas
before we have offs and so what we're
going to do with google vault
is first up i'm going to show you how to
switch it on because most people have
not yet switched it on
and then secondly i'm going to show you
how we can actually use it if
if anything ever goes wrong and you need
to rely on google vault
so why might you need to rely on google
vault well the most
unfortunately the most popular reason is
that you're being sued
or you're suing someone or something's
gone to and google vault
keeps a carbon copy of every single
email
in and out of your business in a secure
vault basically it takes a copy as they
come in or as they go out
and it puts them in the vault it also
does this for your google documents
unfortunately not your non-google
documents it's only for the google
format documents but it does it for your
chats as well now
when you're using google vault it's not
a backup
a backup is something that gives you
version control different versions of
files
and a backup allows you to restore
really quickly and so
you should use a backup for g suite but
vault is not a backup vault is about
something called e-discovery or file or
data retention
and what vault does is it gives you a
place to go to when you need to search
archive and then export lists of
communications and basically have a
safety net
for any piece of data in your business
that may go missing
now what are the examples of data going
missing well it might be through
deliberate
employee misconduct unfortunately we
have seen this from time to time where
someone will
as they're leaving the business and you
know maybe they're not on great terms
with the business owner
they'll start to delete evidence or
delete emails
try and cover their tracks or maybe
they've been doing a bunch of personal
junk in there and you know maybe they're
like pushing the line
a little bit on boundaries on their work
role and so
you have issues where people are trying
to like you know delete data
from their business account but they
accidentally delete legitimate data or
sometimes you just have accidents most
data loss is actually caused
by human interaction it's actually just
human error and so someone might be
thinking that they're doing the right
thing by trying to clean up their google
drive
and accidentally delete some files that
they shouldn't have and then they go to
their bin
they they empty the bin and then it's
gone so google vault will basically keep
a copy of everything that's in there
and the magic magic magic little feature
that google vault has
is that you can do one search across
all of the inboxes right across your
business so if you're looking for a set
of emails
you can actually look right across the
whole business and see
every single email that's come or gone
from that person
inside the business so let's go and have
a look at what that looks like
you