[workerB]

I need any help/advice/suggestions you may have!

I am responsible for scheduling and coordinating all meeting requests for my boss using Outlook. Except my boss frequently books his own meetings at the last minute with any spare 'free time' he sees in the calendar, usually overbooking other meetings that have already been scheduled at his request. I am trying (and having difficulty) making his schedule more flexible for these 'last minute' meetings that he asks me to schedule the night before. Any tips for planning all these requested meetings while also saving room for last minute emergencies?

Thanks!!

[badgergirl]

Maybe you can color code all his meetings. Like meetings that are confirmed are blue while meetings that are not fully finalized are green and meetings that need to be setup are red. You may even want to start meeting with your boss once or twice a week to coordinate meeting schedules and note the free time that is available with him.

[Chrissy Scivicque]

Wow, WorkerB, I can totally sympathize! My old boss was exactly like this. And when he scheduled those last minute, overlapping meetings, it was always my fault! So, I can offer a few pointers - though I never got it perfect

I used to block out special times on certain days during the week for "fire fighting." I wouldn't schedule meetings in these spaces and he always knew that those last minute things could be fit in at least two or three times during any given week.

I also avoided ever scheduling meetings back to back. By providing a space of about an hour between appointments, he could easily slip in last minute stuff by simply staying on schedule. If he didn't have anything pressing to put in the empty hours, he could let his meetings run long.

Also, and this is a hard one here, you have to become comfortable telling your boss "no" - or at least, letting him know that if he wants to pile on a last minute meeting, he'll need to reprioritize other things. My old boss thought he could literally do it ALL. Sometimes, you just can't. And you have to be the one to bring him or her back to reality. My old boss never liked to hear it, but believe me, he appreciated it. If we had an emergency and he had to book a last minute meeting that pushed something else away, I told him he had to make a decision - he could delegate one of the meetings, stay later than usual, etc. I would give him options, but let him make the decision.

Flexibility is great and necessary. But you can't be 100% flexible all the time. Clients have schedules they have to keep. There are certain appointments that can't be missed or moved. My previous boss had such a sense of obligation, he couldn't say no to a demanding client. Perhaps your boss needs you to be the one to say no, or at least, to say "not now, but he can see you at another time..." Work with your boss to determine what you can do to help keep meetings prioritized correctly.

Best of luck to you - and please let us know how it goes.

[ut_pronestor]

Hi,

We have developed a resource booking solution to manage resources such as meeting rooms, catering and other equipment.

proNestor Booking is a web application, that also works in sharepoint.

It also comes with an Microsoft Outlook add-in for the meeting organizers, so we connect the calendar appointments and the needed resources.

It does not require any changes or installation into Exchange - it requires installation of an add-in and thats it.

It is sold as a on-premises installation solution and is also offered as S+S solution.

Take a look - maybe this can be of any help - any input is more than welcome.

proNestor Booking – easy meeting room, equipment and catering management