Calendar Control: Putting in the Right Kinds of Appointments
We’ve obviously covered this in many different ways in Dreaming of the Office, but it’s worth taking a tour through the various types of appointments that you should typically have on your digital calendar.
Meetings and Prep Time
First up, the inevitable meeting appointments for all your meetings with colleagues, clients, team members, the annoying manager, etc. For each of these, make sure you allocate time for preparation. Create a separate appointment for this, so you have time to gather materials, review notes, and set objectives. This could be just before the meeting, but might need to be well beforehand if you don’t have time then, e.g. you have back to back meetings. Even better, stick in a meeting preparation task in your todo list so you can ‘tick off’ having prepared for the meeting.
Commute Time
If you have in-person meetings away from the office, add travel time to and from the meeting location. This ensures you’re not rushing and allows for any unexpected delays. If you’re going to be heading back to the office after the meeting, allocate time for your commute. Consider traffic, public transport, or walking time. Blocking off the time in your calendar stops people (or even you!) accidentally booking in another meeting for a time when you literally will have just left the client’s office!
Email Checking and Communication
If you get a lot of email, set aside specific times for checking emails—bear in my our good old Zero Inbox routine! Avoid constant interruptions in general by dedicating focused blocks of time for communication. If you make lots of phone calls, similarly try to create appointments for doing these. Include the purpose of the call and any relevant details.
Planning and Reflection
Allocate time for strategic planning, goal setting, and prioritising tasks. Use this appointment to review your task list, create all these appointments (or double check them) and adjust priorities. Another great time block to put in occasionally is for reflection…one of my favourite topics! Use the time to assess your progress, identify areas for improvement, and celebrate achievements.
Lunch and Breaks
Goes without saying…reserve time for lunch. If you often forget to take breaks, it’s probably worth slipping in dedicated ‘break’ appointments as well, e.g. one 15 min break in the morning and one in the afternoon.
Buffer Slots
Do you really want to go straight from a meeting to doing intense project work? Or from one meeting to another? What if it overruns? Try to reserve a few minutes before and after each meeting. For instance, if your meeting ends at 10am, block off the next 15 minutes if you possibly can. This gives you a buffer to wrap up the meeting, handle any overrun, and prepare for the next one. If you have a longer meeting (e.g., workshops, brainstorming sessions), allocate more buffer time as those sorts of meetings always risk overrunning. For example, a 30-minute buffer might be appropriate for a 2-hour meeting.
Useful Activities During Buffer Time
What if the meeting ends on time?
Wrap-up and notes: Use the time to summarise key points from the meeting. Jot down action items, decisions, and follow-ups.
Stretch and refresh: Take a quick break to stretch, grab water, or step outside!
Check and respond to emails: Now’s a perfect time to clear your inbox.
Adjust your schedule: If the previous meeting overran, use the buffer to see if you need to adjust any upcoming appointments.
Buffer Time for Virtual Meetings
Let’s face it, virtual meetings sometimes encounter technical issues. Having buffer time allows you time to troubleshoot before the next meeting starts. Also, if you’re switching from one virtual meeting platform to another (e.g., Zoom to Teams), buffer time helps you log in and set up.