Meeting rescheduling is one of the most time-consuming tasks Executive Assistants (EAs) handle. Rescheduling can quickly become overwhelming with the increasing complexity of managing multiple priorities, limited executive availability, and coordinating schedules with multiple stakeholders. However, with the right strategies, you can handle these challenges more efficiently, ensuring minimal disruptions to your executive's workflow.
Below are five essential tips for effectively managing meeting rescheduling.
1. Prioritize Meetings Effectively
Not all meetings are equally important, and it's crucial to determine which ones can be rescheduled. One effective tool is the Action Priority Matrix, which evaluates each meeting’s urgency and importance.
The matrix helps you categorize meetings based on their strategic value, allowing you to prioritize more urgent ones and reschedule less critical appointments. For example, high-priority meetings like a board discussion should take precedence, while routine check-ins can often be moved to later.
By mastering prioritization, you ensure that any disruptions caused by rescheduling have the least impact on your executive’s goals.
2. Streamline Communication Using Microsoft Outlook and Gmail
Rescheduling often involves lengthy email exchanges, but Microsoft Outlook and Gmail provide built-in features to simplify this process.
Microsoft Outlook: The Scheduling Assistant lets you view all participants' availability in real time, helping you find suitable time slots with minimal back-and-forth. Additionally, the Propose New Time feature allows attendees to suggest alternative meeting times directly through the invitation.
Gmail's Google Calendar: When using Google Calendar, the Find a Time feature does something similar by showing the available slots across attendees' schedules. Rescheduling notifications are automated, so all participants are updated instantly without manual effort.
Both platforms allow for automated updates and reminders, informing everyone of changes. You can also create custom email templates when rescheduling, saving time on repetitive tasks.
3. Leverage Built-In Technology in Outlook and Gmail
Instead of relying on external tools, maximize the available automation features within Outlook and Gmail.
Microsoft Outlook: Utilize Quick Steps to automate repetitive tasks, like forwarding meeting details or setting follow-up reminders. The Rules feature helps you automatically categorize and prioritize meeting responses, ensuring no important updates are missed.
Google Calendar: In Gmail, you can set automatic meeting reminders, and notifications can be customized to alert attendees just before the event. Integration with Google Tasks and Google Keep enables seamless follow-up actions linked to rescheduled events.
By fully utilizing these in-built tools, you reduce manual work and ensure a smoother workflow.
4. Create Buffer Time
One of the most common issues with rescheduling is that it can disrupt the flow of your executive’s day. To combat this, it’s essential to build buffer times between meetings.
A 15- or 30-minute buffer between important meetings gives your executive some breathing room—whether it’s to prepare, review documents, or handle last-minute changes. This not only prevents overscheduling but also keeps the day on track without feeling rushed.
Buffer times are handy for accommodating last-minute reschedules, ensuring that your executive can handle urgent matters.
5. Proactive Planning
The best way to handle rescheduling is to prevent it whenever possible. One effective strategy is blocking out meeting-free periods in your executive’s calendar. These blocks, dedicated to strategic tasks or deep work, ensure that last-minute meeting requests don't overwhelm the schedule.
Additionally, sticking to a consistent scheduling routine—such as designating certain times for meetings and others for focused work—can reduce the need for frequent rescheduling. This creates predictability, allowing both you and your executive to better manage changes when they occur.
Meeting rescheduling doesn’t have to be a stressful, time-consuming task. You can ensure smooth, efficient calendar management by prioritizing meetings effectively, streamlining communication through built-in tools like Outlook and Gmail, leveraging automation features, and incorporating buffer times and proactive planning.
Mastering these rescheduling strategies can save time, reduce stress, and help your executive focus on what matters most.
If you're an EA looking to streamline your rescheduling process, integrate these tools and strategies into your routine. With a few simple adjustments, you can turn rescheduling into a seamless task, allowing you and your executive to thrive.
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