What to Do When You Need to Postpone a Meeting

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Image of phrase, What to Do When You Need to Postpone a MeetingHave you ever had to reschedule or postpone a meeting?

It sure can be annoying having to reschedule everything all over again, but sometimes it just needs to be done.

In this post you’ll find a few tips to help you smoothly make the transition, without wasting too much time. 

Communicate immediately.

Try your best to contact meeting attendees before they arrive to the meeting via phone, text or email. If not, let them know as soon as they arrive at the meeting location. Either put up a sign stating the meeting has been cancelled, or have someone at the door or near the meeting area to update people as to the change. This way, people can adjust their schedules sooner rather than later and get on with their day.

Reschedule the meeting as soon as possible.

Try to reschedule the gathering as soon as possible. Preferably, this would be as soon as the meeting has been cancelled, or shortly thereafter, give or take a couple of hours. You were probably holding the meeting in the first place because of some timely item and don’t want to lose any of this momentum and anticipation. Check attendees’ calendars and schedules for openings and be sure to reiterate the importance the meeting. Send out new invitations and don’t forget to mention this is a rescheduled meeting. You want to lessen any potential confusions or errors in advance, if at all possible.

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Store meeting materials for the upcoming meeting.

Save some time for yourself in future by properly editing and/or storing the materials you prepared for your anticipated meeting. Remove any time sensitive documents, such as agendas and the like, and gather up the meeting materials and place them in an easy to access location such as on a shelf, in a cabinet drawer or on a countertop. You’ll be ready for the next meeting without spending your time preparing materials once again.

How about you? Have you ever had a meeting cancelled on you or had to postpone or reschedule a meeting? How did you react? Join in the conversation and leave a comment below!

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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, 3 Smart Steps to Organizing Your Home, by clicking here.