Time Management Tip: Six Scheduling Keys

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Want to better manage your schedule?

Today’s time management tip covers one of the basics of scheduling: securing as much information as possible at the onset when booking a schedule/calendar.

That’s right, now’s the time to unleash your inner journalist or detective!

Collect the following when booking a work or personal meeting: who, what, when, where, why and of course, how.

Collecting these keys will help you better understand your schedule overall and give you a glimpse into future scheduling needs such as setting aside time to develop and prepare materials, book travel arrangements and so on.


Who will be attending the meeting? Will it be yourself, clients, your supervisor, assistant, senior staff, junior staff, the public, your aunt, best friend, classmates, board of directors, investors, heads of state? Also important: how many people will be attending the meeting?


What type of meeting is this? Private or public? Formal or informal?

If for work, is it a: business development, exploratory meeting, review, weekly, planning, staff, working lunch or dinner meeting?

If for pleasure, is it a: birthday, anniversary, graduation, retirement, reunion, spa date, exercise, activity, vacation, weekend getaway meeting?


When will the meeting be held? What day of the week, day, month, year and also, what time (both start and end times)? Don’t forget to take into account time zones if you are traveling or participating in a phone or video conference call.

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Where will this meeting be held? On site or remotely? At your office or a client’s? Perhaps a restaurant, lounge, park, library, coffeehouse, hotel, exhibit hall, museum, conservatory, store or concert hall?

If on site: secure the physical address, as well as room name or number if possible, as this will give you a better idea of how long it will take for you to travel from point a to point b, go through security etc.

If remotely: secure a phone number, video link, user id and pass code. A back up phone number and/or additional mode of contact is always a good idea to have just in case.


Why are you holding this meeting? For what purpose? Was it at your request or someone else’s? What are you/they looking to get out of the meeting?


How will this meeting be run? By committee or solo presenter? How will you get to the meeting? Will you need to make special travel arrangements? How will you contribute to the meeting? Are there any materials that you will need to prepare ahead of time?

How about you? What piece of information do you find to be the most difficult to secure when scheduling a meeting?

Follow Rashelle:
Rashelle Isip is a New York City-based professional organizer and productivity consultant who helps people get organized so they can stress less, have more fun, and be happier at home. Her work has been featured in Good Housekeeping, Fast Company, Cosmopolitan, The Washington Post, Business Insider, and The Atlantic. Get access to her free guide, 10 Simple Ways to Make Your To-Do Lists More Effective, by clicking here.

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