7.2 Scheduling Meetings

Avoid schedule issues by resolving them ahead of time.

Let’s imagine you’re looking through your calendar, either for yourself or for your boss, and you see a potential scheduling issue. For example, on Tuesday, there is a meeting that concludes at 4:30 p.m., but your boss has a dinner reservation at 5:00 p.m. You might wish to check if you can finish the meeting sooner or postpone the supper. Your boss will avoid rushing from one appointment to the next or even running late if you pay attention to the things that generate scheduling problems.

Never schedule back-to-back or repeat meetings.

You might feel like you’re going back to scheduling 101 with these tips. Back-to-back meetings are bad because they don’t give you time to prepare and recover from the previous meeting. If your manager has to travel, he or she may be late. Being late for any event or meeting is unprofessional and wastes someone else’s valuable time. To avoid making these blunders, always provide a space between encounters. Also, get rid of any meetings that are scheduled on a regular basis. It’s not worth adding to the calendar if the other side isn’t committed or the event has no meaning.

Make the most of your time for various types of meetings.

When it comes to meetings, not all of them are created equal. As a result, they shouldn’t take the same amount of time to complete. A discovery call with a potential client, for example, should only last 10-15 minutes. A 45-minute face-to-face meeting with a high-profile customer is recommended. Knowing how to make the most of your time for different types of meetings means you’re not adding to your boss’s schedule.

Don’t provide customers the option of a flexible schedule.

Let’s say you make Friday mornings available to your employer. When they ask for a meeting, you answer, “Friday morning is available.” “When is the best time for you?” There have been a lot of appointment requests, and your boss’s Friday morning is now completely booked. You’ve now left them with little time to deal with pressing matters such as administrative tasks. Instead, limit yourself to one or two possibilities to avoid this. I would, however, respond by releasing your executive’s schedule so that they may see their own availability.