Virtual Calendars

Teams that don't work in the same location rely on tools like MS Outlook to setup meetings. The problem with tools like this is that it creates the illusion that I'm available whenever there isn't a meeting schedule, and beyond. People will schedule back to back meetings all day long, all week long and that's not good on productivity. In fact what starts to happen is that since there's no time to really get things done, people will schedule meetings to get things done. Don't have time to get that document done? They'll schedule a meeting with you and three other people to work on it. No wonder people hate meetings.

So here are some things I've found helpful:

You need time to get away from your desk - if you do this during lunch, create a recurring meeting for lunch. While there will be times when you'll need to schedule meetings during this time and you can negotiate as needed.

Some meetings require that you debrief - you need time after the meeting to review action items, summarize results, etc. If someone sends you an appointment for a meeting like this, schedule 15minutes after that so you'll have that time.

Sometimes a meeting needs prep time - 15 to 30 minutes to get ready. Schedule an appointment on your calendar to do this prep work.

You need time to do email. Email is another whole other set of blogs, so for the purposes of this discussion, let's just say that unless you're in customer service, you can't let it interrupt you all day long. Create yourself a recurring appointment to review email. I schedule 3, 1/2hr appointments each day to review email.

One of my team members has a tough commute in the morning which means that he gets in around 9:00 and he blocks that commute time out. The lesson here: be realistic - block it out if you aren't going to be there.

Block out family time. I've had people who scheduled meetings way after normal working hours. Your family comes first and you need to protect that time. In most situations I find that people respect non-core work hours and that this has only been a problem on occasion. All this ties into another discussion about how to communicate work practices - another couple blogs on this one!

I block out time on Friday to clean out my email box, review tasks for the week, and plan for the start of next week.

Really the burden is on me to manage my schedule (and you for yours). I've got to have time to do my work. We can't let the disorganization of other people create a crazy week for us.