Appointments are one of the essential points to consider for better time management. Often, most people find themselves wondering in which time slot to schedule their appointments without affecting their productivity. To successfully integrate your various appointments into your calendar and remain efficient, you need a minimum of organization. Discover in this article some tips for efficient management of your appointments.
Adopt simple and effective rules
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Here, the most important thing is to find in your calendar a slot for appointments. This time should not prevent you from being more efficient in completing high-priority tasks. That’s why you should always propose dates and times that suit you. This is a prioritization of appointments. Before even adopting rules, you must first have an Excel calendar 2019. It will allow you to regularly update your agenda and always have it at your fingertips thanks to your smartphone. The rules proposed in this article are as follows:
- Always be firm on the time and flexible on the date;
- Always propose your appointments following the order of the time 2 PM, 3 PM, 11:30 AM;
- Always schedule appointments with more or less talkative people a little before lunch or an important meeting to quickly extricate yourself from the discussion;
- Do not exceed one hour of exchange during an appointment unless absolutely necessary or during committee meetings (multiple participants).
Sometimes, the requests are so numerous that it is difficult to allocate much time to your appointments. In this case, you need to learn to be more economical. For example, schedule appointments of 15 to 30 minutes with your contacts to have enough time for other activities or other appointments. Also, learn to say NO to certain appointments that do not help you achieve your goals.
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Anticipate unforeseen events with care
Unforeseen events in life are part of the unavoidable in a schedule. You must learn to manage them calmly and delicately so as not to frustrate the contact who has worked hard to have this face-to-face meeting with you. Indeed, unexpected situations can disrupt your agenda, such as an emergency at work. In such a situation, the best course of action is to reschedule your appointments. The agenda is a planning document that is not static but is meant to be updated based on the emergencies to manage and the priorities.
Therefore, it is appropriate to postpone your appointments in case of emergency and to inform your contact in advance. Surely, they will understand, and it may even work out better for them. However, you must be careful not to postpone an appointment with the same person more than twice. It is preferable to tell the concerned person that you are unavailable to meet them.
The best way to manage your agenda better is to set aside time slots for last-minute appointments or for rescheduling. If possible, use digital tools such as Skype or phone calls to listen to your contact and find a solution to their problem.