Do you need help organizing your calendar?
Are you looking to streamline the events and engagements in your schedule?
In this post, I offer six tips to help you schedule appointments and meetings into your calendar.
Schedule break time between meetings and appointments.
Back-to-back meetings can be downright exhausting. Instead of wearing yourself out, give yourself a break.
Try scheduling a five to fifteen minute break between meetings.
You could use this time to use the restroom, make a photocopy, review some documents, follow-up with an order, make a quick phone call, or walk to the conference room.
Plus, you’ll feel refreshed and ready to tackle your next meeting.
Send meeting invites.
Streamline the scheduling process by sending out meeting invites via email in programs such as Microsoft Outlook, or Google Calendar. With just a few clicks, you can invite attendees, set a date, time, location, and provide general meeting notes or information.
Attendees can either accept or decline meetings. Once someone has accepted a meeting, it will appear in their calendar. Should you have to update meeting information, you can easily resend updated meeting information.
Time block yourself.
Time blocking is a method in which you set aside a specific amount of time to complete a certain task. It’s quite easy to do; simply identify a task you’d like to complete, and schedule time to complete the task.
So, if you needed to finish writing an article and do some filing at work, you could set aside an hour to write the article, followed by an hour of filing.
TAKE CONTROL OF YOUR CALENDAR.
The Order Expert’s Guide to Time Management is a hands-on workbook that provides practical solutions to common, everyday time management problems.
Set recurring events in your calendar.
Do you have a weekly or monthly meeting at work or at school? Save yourself some time by adding recurring events into your digital or online calendar. This way, you won’t have to re-enter items into your schedule, or worry about accidental double-bookings.
Should a meeting be cancelled, or rescheduled, you can just as easily delete, or adjust the meeting.
Set specific times for meetings.
Be specific when it comes to arranging meeting times and length. Sweeping generalizations aren’t very helpful when you’re trying to match up schedules!
So, instead of saying, “Oh, let’s meet for a couple of minutes in the afternoon,” you’d want to say something like, “Let’s meet from 2 P.M. to 2:30 P.M.” This makes it clear to both you, and any other attendees, as to when the meeting will take place.
Schedule personal time for yourself.
Feel like you have no time for yourself during the week? Set aside some personal time in your calendar. This gives you the space you need to relax, decompress, and just escape from the world for a while.
Go ahead and block out a couple of hours for yourself during the weekday and weekend. It doesn’t matter what you do during this time, you could meditate, soak in the bathtub, catch up on your favorite podcasts, build a bird house, or bake a cake.
How about you? What do you find to be the most challenging aspect of scheduling appointments and meetings? Will you use any of the above tips? Join the conversation and leave a comment below!