Join Dave Crenshaw for an in-depth discussion in this video Efficiently setting appointments with others, part of Time Management Tips Weekly.
- What's it like for you when you try to schedule an appointment with someone else? Are you experiencing a lot of the drain in productivity that happens when you do that? You go back and forth. Does this time work for you, does this time work for you? You can exchange five, maybe 10 emails just to get to the point of actually having an appointment. I'd like to share with you a few tips that you can use to reduce some of this back and forth switching that's taking place. First, embrace the principle of no tentative appointments.
Occasionally people will say something like, "I'll pencil you in to my schedule." What does that mean? It means that I'm not committed to the point where I'm willing to put it down in pen. When someone says that to my assistant, she always responds with, "what is the time you know "you can commit to?" Make sure that you are making solid commitments when you make appointments, and request the same from other people. Second, is never double schedule yourself. Sometimes people will schedule multiple appointments or the idea that they're going to work on another project just in case an appointment falls through.
No, if you're going to make a commitment, schedule one thing at a time and never overlap. Which leads to number three, build buffer space around the appointments in your schedule. You want to have time to relax, to contemplate about what you just discussed, to take notes, to just take care of the basic needs of life and you want to avoid having appointments that are back to back with no room to breathe. Number four, consider using an online tool for scheduling.
This is something that facilitates the back and forth conversation and shows all of the options you have available in your calendar so that someone can compare it to their calendar. There are lots of great tools that you can use, just do a search for "tool for scheduling." Number five, if you can, I recommend getting the help of an assistant. Now, for some people this may be out of your budget, however, there are many affordable ways to do this by using freelancers. You can look for people who act as virtual assistants to many other people, and it's a very affordable option without breaking the bank.
And finally, when you schedule appointments, send reminders at least a day in advance. This little thing can make a big difference because honestly most people around you are struggling with their time management. If you can be the person on top of things, sending these reminders a day in advance, you'll be able to help them avoid many of the miscommunications that happen when it comes to scheduling appointments. By using some of these tips, hopefully it will help you respect both your calender and the calendar of others.
Have an idea for a future video from Dave? Submit it using our course feedback form. If you want more time management strategies now, we recommend watching Dave's Time Management Fundamentals course.
- Reducing interruptions
- Dealing with feeling overwhelmed
- Responding to quick questions
- Making the most of meetings
- Following up
- Implementing a closed door, open calendar policy
Skill Level Appropriate for all
New This Week
1. Time Management Tips
- Mark as unwatched
- Mark all as unwatched
Are you sure you want to mark all the videos in this course as unwatched?
This will not affect your course history, your reports, or your certificates of completion for this course.Cancel
Take notes with your new membership!
Type in the entry box, then click Enter to save your note.
1:30Press on any video thumbnail to jump immediately to the timecode shown.
Notes are saved with you account but can also be exported as plain text, MS Word, PDF, Google Doc, or Evernote.