How often do you find yourself having to cancel meetings at the last minute because you realise you’re double-booked or have a diary clash?

At what point do you realise you’ve ended up with a clash of appointments, meetings or commitments?

Is it when:

• you go to the meeting that’s in your diary and get a call from the other person you were also scheduled to meet?
• a reminder for one pops up and you’re already on your way to the other event?
• the ‘other’ person or group you’re due to meet sends out their reminder?
• you get that sinking feeling as you remember too late or at the last minute that you’re double book. You then spend a frantic few minutes making apologetic phone calls?

This is more likely to happen when you forget to add a meeting or appointment to your diary. Then when you get another request for the same day/time, you say yes, because you forget you’re already committed.

Which of these meetings or appointments was or wasn’t in your diary? I know I’m more likely to forget something if it’s not written down.

A few tips to help you avoid diary clashes and double-booking:

• Write things down. As soon as you make an arrangement or commit to a meeting put it in your diary, calendar or scheduler. When you get another invite for the same day/time you’ll know your time is already committed.

• Diaries to manual and cross-check. If you use a paper diary and an online calendar. Cross-check them regularly. At least once a week and at the beginning of the day.

• Regularly check your schedule a couple of days ahead each day. You’ll be alerted to any potential clashes you may have missed with at least a day or two’s notice.

• Set additional reminders for one or two days before. You’re more likely to keep them top of your mind and less likely to forget.

• If other people manage your calendar and book meetings for you, let them know how you want your meetings managed.
  • Limit the number of meetings in any given day or week.
  • Keep certain days or times meeting free.
  • Allow time between diary commitments.

• Remember to add in travel time to get to and from your meetings. Avoid either unrealistic back-to-back booking or dashing from one meeting to the next because you didn’t allow enough time.

The less you try and hold in your head or commit to memory, the more organised and in control you’ll be. It frees up headspace for more important things.

Priorities do change and it won’t eliminate the occasional meeting conflict. It will avoid double-bookings and diary clashes due to forgetfulness or lack or organisation.