How to communicate a calendar clean-up to your team

Good communication before a shared calendar clean-up prevents confusion, ensures team members have a chance to save anything they need, and makes the process go smoothly. Here is what to cover.

What to include in your communication

• Which calendar(s) are being cleared — be specific about the name of each calendar
• The cut-off date — so team members know exactly which events will be affected
• When the clean-up will happen — give at least 24 hours notice; longer for important calendars
• What to do before the clean-up — if there are notes, links, or information in past event descriptions that people might want to save
• Who to contact with questions — provide a point of contact

Example message

Here is a simple template you can adapt:

"We are clearing [Calendar Name] of all events before [Date]. This will happen on [Clean-up Date]. If there are any past events you need to reference or any information in event descriptions you want to save, please do so before [Clean-up Date]. The calendar itself will remain in your Calendar list — only the historical events will be removed. Any questions, contact [Name]."

After the clean-up

Send a brief follow-up confirming the clean-up is complete. Let people know the calendar is now ready for new events, and confirm that they should let you know if anything unexpected has happened.