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- Wise Words -
Calendar Calibration
by fergus mellon

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We all complain that we have too many meetings.  There’s even that nice cartoon that asks the question "Are you lonely?  Tired of working on your own?  If so hold a meeting?"
​
With many professionals professing their dislike of meetings it can be easy to not just think they are a waste of time, but also be sloppy in how you approach the organization of a meeting or how you respond to that invite (you know, the one you don't want to attend!). 

This is not a piece on “meeting overload”.   I am writing with an acceptance of the value of meeting with colleagues to solve a business problem and/or impart knowledge to others.  We are not going to change the practice of meetings here, so instead this is a piece around how to be smart in both setting meetings up and how to respond to the members of your team to ensure you are being respectful.

Why write something on this? 

​How people respond to meetings is a pet peeve of mine, so you can think of it as a bit of therapy! In addition, I have seen how the lack of calendar etiquette is prevalent and so want to set out simple best practice that we can all adopt it and be more effective in the workplace. 

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Calibration: What to Stop...

​Asking permission.  If you want to set up time to discuss an issue do not waste an email saying “is it ok if I set up time?”
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If you do this you are wasting the person’s time.  They have to respond and say “yes”.  Be proactive and instead just say “I will put time in for us to discuss.”  If the person you are talking to doesn’t want to meet (the 1 in 10) you will soon know about it.  Better to be the proactive “go-getter” than the “ask for permission-er”!

Be a diva.  Do not start or respond to an email saying “Please set up time to discuss.  My calendar is up-to-date.”  Ugh.  This is a sad power play move typically deployed by juniors and/or those trying to prove themselves.  If you want to have a meeting set the time up yourself.  It is really easy to do.  The self-confident professionals I have worked with typically say “I will set-up time to discuss this.”  Do this and you will look far more confident and “powerful”.

Stop the bee-hatching!  Do not complain if you are invited to a meeting.  You may feel that complaining about the volume of meetings you have makes you look like a leader-type who is indispensable.  It doesn’t.   Instead be glad that your contribution is asked for.

“Just” decline.  I cannot, cannot believe it when someone declines a meeting without both giving a reason and proposing a new time.  Giving “the why” is a professional courtesy - do it!  Likewise propose a new time that works for both of you if you cannot make a meeting.

No Show.  If you accept the meeting, show up.  By being the no-show you are wasting the organizer’s time as well as everyone else’s.  Be there, don't be square!

Do These...
Be clear why you need a meeting.  If you are asking for people’s time, respect it!  In your invite or background email set a clear agenda, talk to key participants ahead of time so that they know it’s important to you plus they can then prepare for the meeting. 

Get the time right.  Ensure that you are scheduling the meeting during “normal business hours”.  If you are in San Francisco and want to speak to someone in London, get a time that will work for both of you.  If you are going to speak with someone in France or Spain who has different lunchtime traditions to you, try to accommodate these unless the need to meet is truly urgent.

Be on time.  If you are asking others for their time, respect that and make sure you are not late to your own party.  Get to the room early if you are going to be projecting your screen so you can set it.   

These are the basics around meeting communication.  For more on how to actually hold an effective meeting see Running Meetings HBR 20-Minute Manager Series or see Martin Leuw's column on the topic.
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Related column: "In the Zoom? How to get real results from virtual meetings."


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Fergus Mellon is author of Early Stage Professional: starting off right.  He is also a digital media executive and has worked at a mix of large media companies (AOL, Gannett), start-ups (Meebo, Federated Media) as well as adtech (Criteo, Rubicon Project).

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In the first 5 years or so of your career?  Want actionable career advice?  Buy Early Stage Professional: starting off right, the no nonsense professional skills book designed so that everyone can succeed in the workplace!  


More Wise Words...

Achieve: Focus on Results
​
Achieve: Leading from the Start
Achieve: Small is BIG
Achieve: Take Action
Career Management: Annual Review. A "How To"
Career Management: Annual Review. As Career Plan
Career Management: Choosing a Mentor
Career Management: Careers Happen
Career Management: Career Journey
Career Management: Mentorship Explained
​
Career Management: Post Graduate Degrees
Career Management: Promotion Frustration 
Career Management: Moving up by moving out
Career Management: Selecting Your Company
Career Management: Understand Yourself
Finances: Retirement Saving (1)
Finances: Retirement Saving (2)
Hindsight: Balance the short- with the long-term
​Hindsight: Embrace learning and your manager
Hindsight: Focus at Work
Hindsight: Millennial Reflections
Hindsight: Regrets: Time, Money & Pride
​Hindsight: Take Advice Sparingly
Hindsight: Take a Career Mulligan
​
Hindsight: Transition from College
Hindsight: Winning Nicely
Hindsight: Work hard, network, be honest. Have fun too!
Managing Up: Manage Up to Move Up
Managing Up: Manager As Partner
Managing Up: New Manager
Managing Up: Questions for your manager
Managing Up: Secret Skills for Managing Up
​
People & Teamwork: Be A Giver
​
People & Teamwork: LinkedIn As Networking
People & Teamwork: Networking Hacks
People & Teamwork: Networking as a Relationship
People & Teamwork: Networking Simplified
People & Teamwork: Teamwork As Leadership
Speedbumps: Chutes & Ladders
​
Speedbumps: Laid Off? Take A Breath
Speedbumps: Layoffs. The Afterlife
Speedbumps: Owning Mistakes
Work Life: Work Culture. America vs. UK
Work Life: Ask Why
Work Life: Be Yourself. Be Genuine
​
Work Life: Browned Out?
Work Life: Business Travel Guide
Work Life: Calendar Management
Work Life: Difficult Situations
Work Life: Focus on Fiyah!
​Work Life: Ghosting
​
Work Life: Help the Early Stage Professionals
Work Life: International Remote Working
Work Life: Pre-Vacation Checklist
Work Life: Smartphones & The Office
​Work Life: Start-Up Glamor
Work Life: Stress Management
Work Life: Take a Walk
​
Work Life: They Quit
Work Life: Unlimited Vacation
Work Life: Welcome the Newbies
Work Life: "Work" from Home

Crushing It @ Work

What Time Should I Start? 
What If I am Running Late? 
Taking Vacation
Sick Days 
Working Outside Office Hours
​
How to prepare for One/Ones
Making Meetings on Time 
Business Presentations 
Social Media, Personal Email and Hanging Out on the Web
Give it Six to Nine Months to Feel @Home
Be Your-professional-self
Staying Positive

Job Search Must Do's

Resume
The Application Letter 
​
The Free Conundrum: Should You Take an Unpaid Internship?
Informational Interviews 
Taking a Shortcut: Using Your Network 
Dealing with a Low GPA
​Responding to Recruiters
The Job Interview
Interview Questions
Questions You Should Ask
Simulations 
Interviews with Other Applicants
Dealing with References
Negotiating Your Salary
How to Resign (if you already have a job)
​
The First Week
You Don't Get the Job: Getting Feedback
​Keeping Motivated Through the Search

USA Today Columns by Fergus Mellon

How to get started on LinkedIn: Do this, not that
Warning: Avoid smartphone shame at work.  Keep them out of sight
To succeed, be a Giver in the workplace, not a Taker
4 ghoulish personality pitfalls to steer clear of at the office
​
How to coach today's not so entitled Millennials as they join the rat race

Crushing IT

Money

Library

WISE WORDS

Bureaucracy

Copyright © 2016 - 2020
  • Home
  • Getting a job
    • Must Do's - Resume
    • Must Do's - Application Letter
    • Must Do's - Internships
    • Groundwork - Informational Interviews
    • Groundwork - Your Network
    • Groundwork - GPA Issues
    • Groundwork - Recruiters
    • Dealing with Rejection - Feedback
    • Dealing with Rejection - Keeping Motivated
    • Closing the Deal - The Interview
    • Closing the Deal - Interview Q's
    • Closing the Deal - Your Questions
    • Closing the Deal - Simulations
    • Closing the Deal - Group Interviews
    • Closing the Deal - References
    • Signing On - Salary Negotiation
    • Signing On - How to Resign
    • Signing On - First Week
  • Crushing It
    • The Hours - What Time Should I Start
    • The Hours - What If I Am Running Late?
    • The Hours - Taking Vacation
    • The Hours - Sick Days
    • The Hours - Working Outside Office Hours
    • Professional Skills - One/Ones
    • Professional Skills- Making Meetings on Time
    • Professional Skills - Business Presentations
    • Professional Skills - Social Media, Personal Email
    • A Level Head - Feeling @ Home
    • A Level Head - Be YourProfessionalSelf
    • A Level Head- Staying Positive
  • Wise Words
    • Achieve - Focus on the Results
    • Achieve - Leading from the Start
    • Achieve - Showcase Your Work
    • Achieve - Small is BIG
    • Achieve - Take Action
    • Achieve - Your New Job. A Plan
    • Career Management - Annual Review
    • Career Management - Annual Review Feedback Meeting
    • Career Management - Annual Review: How to Guide
    • Career Management - Career Contentment
    • Career Management - Careers Happen
    • Career Management - Career Journey
    • Career Management - Choosing a Mentor
    • Career Management - Discomfort Is Good
    • Career Management - Freelancing and Employment Gaps
    • Career Management - Mentally Healthy Choices
    • Career Management - Mentorship Explained
    • Career Management - Post Graduate Degrees
    • Career Management - Promotion Frustration
    • Career Management - Promotions. Move out to move up
    • Career Management - Selecting Your Company
    • Career Management - Understand Yourself
    • Finances - Preparing for a Downturn
    • Finances - Retirement Saving (1)
    • Finances - Retirement Saving (2)
    • Hindsight - Balance the Short- with Long -term
    • Hindsight - Embrace Learning & Your Manager
    • Hindsight - Focus at Work
    • Hindsight - Millennial Reflections
    • Hindsight - Regrets: Time, Money & Pride
    • Hindsight - Take a Career Mulligan
    • Hindsight - Take Advice Sparingly
    • Hindsight - Transition from College
    • Hindsight - Winning Nicely
    • Hindsight - Work Hard. Be Honest. Have Fun
    • Managing Up - Manager as Partner
    • Managing Up - Manage Up to Move Up
    • Managing Up - Mastering Your Manager
    • Managing Up - New Manager
    • Managing Up - Questions For Your Manager
    • Managing Up - Secret Skills of Managing Up
    • Managing Up - Yes Power
    • People & Teamwork - Be a Giver
    • People & Teamwork - Collaboration is Power
    • People & Teamwork - First Time Manager
    • People & Teamwork - LinkedIn as Networking
    • People & Teamwork - Networking Hacks
    • People & Teamwork - Networking as Relationship
    • People & Teamwork - Networking Simplified
    • People & Teamwork - Reputations Travel
    • People & Teamwork - Teamwork as Leadership
    • Sliding Doors - Decision Paths
    • Sliding Doors - Success Requires Luck
    • Speed Bumps - Chutes & Ladders
    • Speed Bumps - Layoffs & Survivors Guilt
    • Speed Bumps - Laid Off? Take a Breath
    • Speed Bumps - Layoffs. The After Life
    • Speed Bumps - Owning Mistakes
    • Work Life - American Work Culture
    • Work Life - Ask Why
    • Work Life - Be Yourself. Be Genuine
    • Work Life - Browned Out?
    • Work Life - Business Travel Guide
    • Work Life - Calendar Management
    • Work Life - Change is Certain
    • Work Life - Difficult Situations
    • Worklife - Focus on Fiyah
    • Work Life - Ghosting
    • Work Life - Help the Early Stage Professionals
    • Work Life- International Remote Working
    • Work Life - In the Zoom
    • Work Life - Mom Skills
    • Work Life - Office As A Stage
    • Work Life - Office Ghouls
    • Work Life - Pre Vacation Checklist
    • Work Life - Returning to Work
    • Work Life - Smartphones & The Office
    • Work Life - Speak Up
    • Work Life - Stage Fright
    • Work Life - Startup Glamour
    • Work Life - Stress Management
    • Work Life - Take A Walk
    • Work Life - Tasks We Hate
    • Work Life - They Quit
    • Work Life - Unlimited Vacation
    • Worklife - Vacation Overview
    • Work Life - Welcome the Newbies
    • Work Life - "Work" From Home
  • Money
    • Money - The Basics
    • Money - Saving for Retirement
    • Money - Retirement Saving
  • Library
    • Book Reviews
    • Webinar Hub
    • USA Today Columns
    • Buy Early Stage Professional
    • Bureaucracy
  • Help Center
    • Annual Reviews
    • Career Speed Bumps
    • Managing Up
    • Promotions & Career Planning
    • Stress Management