Maximising Your Calendar for Hybrid Working: A Guide to Meeting Prep, Commutes, and Downtime

Getting through the mix of remote and in-person meetings has transformed into a serious art of calendar management. We’ve got buffer time, commute time, prep time—and don’t forget the post-meeting follow-ups that tend to sneak up on us. Let’s talk about a few strategies (some learnt the hard way!) that help make sure you’re not constantly playing catch-up.

Setting Boundaries with Buffer Time

One thing I learned early on is that jumping from meeting to meeting can leave you with what feels like zero processing time. You end up with “meeting fatigue” and minimal bandwidth to make your best contributions. That’s where buffer time becomes essential. For both remote and in-person meetings, make it a habit to try and block out at least 5-15 minutes before and after each meeting. This short time slot gives you a moment to breathe, review any last-minute details, or even switch mindsets if the meetings are on different topics. If the meeting is really important, you could even mark the time as unavailable in your calendar so people don’t try to book you in immediately after or prior to a meeting, Having this small chunk of time helps you stay sharper, and ultimately leads to a better contribution in meetings.

Accounting for Commute Time (and Its Quirks)

Let’s talk about in-person meetings—particularly the commute. The idealised plan is to account for the time it takes to get there and back, but I’ve noticed there’s always more to consider. Is traffic an issue? Will I need to allow extra time for parking or even catching my breath before walking in? Adding an extra 15–20 minutes on top of Google Maps’ estimate can be a good cushion, especially if the meeting location isn’t familiar…

One extra tip for post-meeting time: consider whether you’re returning to the office or heading home. Whichever it is, will you be able to pick up work again once you’re back, or is the rest of your day essentially over? Planning this in advance will keep you from overloading your day with tasks you may not realistically get to finish.

Prep Time: More Than Just Reading the Agenda

Preparation is another often underestimated part of meeting management. Especially with high-stakes or strategic discussions, the depth of your preparation can be the difference between a good meeting and a great one. This isn’t just about reading the agenda or key documents but also thinking through your goals, any questions you might have, and even your role in the conversation. For major meetings, think about adding 30 minutes to an hour of prep time a day or two in advance. This helps you show up with a clear plan of what you want to contribute and achieve, making the meeting itself more productive for everyone!

And if your meeting is virtual, think through your digital setup. There’s nothing worse than realising you’re still tinkering with screen sharing 10 minutes into the call!

Remembering Follow-Up Time

If there’s one part of the process we all tend to overlook, it’s follow-up time. Following a meeting, particularly if it was external or with a client, there are typically notes to sort, action points to assign, and emails to send. Instead of waiting until your next work block, try to set aside 10–15 minutes immediately following the meeting for follow-up tasks. Jot down a quick summary of the conversation, assign any new tasks, and even set reminders for any more in-depth follow-up actions. This habit keeps important details from falling through the cracks and makes your todo list less overwhelming.

Managing “Workable Time” After Long Commutes

When you’ve spent a good portion of your day commuting and meeting, the question becomes: How much time do I realistically have left for focused work? For me, the two-hour rule is helpful. If I have less than two hours left in the day after a big meeting, I tend to reserve that time for lighter, less demanding tasks. By contrast, if there’s a good two to three hours remaining, I’ll dive into a project requiring more focus. This two-hour rule keeps me from overcommitting and avoids the trap of tackling something heavy when my energy is already winding down.

Creating a “Meeting-Heavy Day” Strategy

It’s no secret that balancing meetings with productive work time can be challenging. To manage this, see if it’s possible to designate certain days of the week as “meeting-heavy.” Stack your meetings on these days and keep your calendar mostly free of meetings on others, allowing for large, uninterrupted blocks of time. True, this isn’t always possible, but see what you can do. By batching meetings on designated days, you can really focus on getting work done on your non-meeting days without interruptions. This approach also ensures you’re not feeling burnt out from constantly jumping between meetings and focused work.

Using Technology to Protect Your Time

Settings like “work hours” or “do not disturb” can make a big difference. Use time-blocking and label time as “busy” even when it’s for prep or commuting! You’d typically want to mark your commute time as out of office, for example, so no one thinks about booking you in on another meeting while you’re on your way somewhere! Additionally, automatic reminders can help you stick to your boundaries, nudging you to start wrapping up a task before the next one kicks in. With the amount of hybrid activity most of us have these days, it’s worth automating wherever possible.

Final Thoughts: Small Adjustments Go a Long Way

In today’s hybrid work environment, managing meeting schedules, commutes, and working time requires some finesse, but the payoffs in focus and productivity are real. By building in buffer and prep time, accounting for commutes, and saving space for follow-ups, you’ll create a calendar that’s flexible enough to support both your remote and in-person commitments. So next time you’re looking at your week ahead, don’t just book your meetings—make sure to protect time for everything that goes with them!