More of a "using a tool" question

[MGoyal]

Hi,

This isn't strictly requirements related, but I'm looking for feedback on how others deal with the buffer time around meetings and appointments?

For example, if you have a meeting that starts at 3pm but takes 15 minutes to get to, do you normally schedule the meeting in you calendar for 2:45p? Create a seperate calendar entry of 15 minutes? Or just leave it blank (& have the meeting entry at 3pm)?

I've been doing the 3rd option above and been bitten a few times by it. The first option would seem to work, but I like having the actual meeting/appointment time in the calendar. The second option would work best, but is the biggest hassle IMHO.

[MAlexander]

I tend to use option #2 (block the travel time plus the meeting time) and then put the actual meeting start time in the body of the appointment. That way, when I forget how I set it up, all the info is in the same place.

[joe]

This is what I do:

http://uk.gizmodo.com/star_trek_transporter.jpg

[MAlexander]

You post sci-fi pictures on messageboards in order to get to meetings on time? You're an odd duck, joe.

[joe]

I've found, when spamming the MB with images, less text is more. :)

Anyway, what I meant by this pic was "If you had a transporter to get you to meetings, you could just schedule them back to back all day. Be careful of flies on your shirt."

joe

[MGoyal]

Any serious replies in the offing?

[Dan]

if i had a meeting that it was going to take me 15 mins to get to, i'd just leave 18 mins before it started. If I was working somewhere where I would have lots of meetings that required me several or more minutes to get to and I was likely to overlook the travel time (to dire consequences) then yeah I'd probably create and Outlook Appointment with an alarm to notify me. (of course this is contingent on whether it's a meeting I'm interested in being on time for or attending at all :))

[ddelancey]

I make the travel time a separate entry in my calendar for two reasons. First, many of my meetings are sent to me as invitations which I simply accept and they get added to my calendar. The people who send the invitations do not include my travel time, and I can't modify the entry without declining the invitation. Second, at the end of the month when I request travel reimbursement, I can easily pick out from my calendar what travel I had to do.

On a related note, I often schedule meetings with myself just so that it appears I am unavailable to anyone searching my calendar for a free spot. There are some days I would never even get a trip to the bathroom if not for my blocked time.

[MGoyal]

Thanks for the info. I also do your 2nd tip below to make time for myself!


I make the travel time a separate entry in my calendar for two reasons. First, many of my meetings are sent to me as invitations which I simply accept and they get added to my calendar. The people who send the invitations do not include my travel time, and I can't modify the entry without declining the invitation. Second, at the end of the month when I request travel reimbursement, I can easily pick out from my calendar what travel I had to do.

On a related note, I often schedule meetings with myself just so that it appears I am unavailable to anyone searching my calendar for a free spot. There are some days I would never even get a trip to the bathroom if not for my blocked time.

[OneEyedJack]

there's also just leaving the first meeting early, so you can make the start of the second meeting on time.

[MGoyal]

there's also just leaving the first meeting early, so you can make the start of the second meeting on time.

leave a meeting early? blasphemy!

[OneEyedJack]

trust me, for many of my meetings it's a blessing to have an "excuse" to have to leave early.

[MAlexander]

A blessing for YOU that you leave early, or a blessing for everybody else? :p

[ABadri]

I think the easiest way is to set up the appointment for the correct time and set your meeting alarm to go off early enough for you to handle all the logistics and still be punctual.