Appointments-Simple Rules to Make Sure You Stay On Top of Your Calendar

coffee contact email hands

“Never put off until tomorrow what you can do today.” How many times do we say that maxim to ourselves and then blow off responding to an invitation or getting a confirmed appointment into our calendar?  I’m guilty of it, and I am sure I am not the only person.  The reason for blowing off this step is often benign.  First, invites come in at random times.  Often I am not at my calendar – worse, I keep 2-3 calendars: one for at home use by my whole family, second is my phone calendar which pings at me so often I am inured to reminders even if I did calendar them — and so I often ignore it. Lastly,  I have a daily planner which I love because I can take all my notes in it, however I often don’t have it when I am running errands or joining a friend for dinner-key times when new appointments might come up.  Sound familiar? Maybe you have a fantastic memory and don’t feel you need to write things down.  Younger people are particularly guilty of this because they have fewer kids, pets, direct reports, etc. and they have not yet been smoked by enough missed appointments to be cured of this bad habit.

So, here is my simple recommendation – Get ONE calendar! There, I said it.  ONE – and keep that updated meticulously (my phone calendar is that ONE calendar).  You can have others, but just don’t rely on those. NEXT: make a time of day when you calendar all your appointments and when you check the next day’s commitments. You may THINK you aren’t capable of becoming a meticulous calendar checker, BUT:  you probably brush teeth, eat meals and sleep at quite specific times of day most days of the year.  So, yes you are capable of doing this. If you have an established habit – like making a coffee in the morning or teeth brushing – link calendar checking to the established habit. This “pairing” will fast forward you quickly to building the calendaring habit.

Lastly — this may sound like a grandmotherly etiquette lesson but you MUST practice confirming appointments and in the following specific format… and in a timely fashion.  The best way to send a confirmation is to repeat back all details in your response, including how best to reach you if they have a problem.  Example: “Looking forward to seeing you August 15, 2018 at 2 PM upstairs at the Starbucks in Copley Square, Boston. My cell is 617-905-8568 if you need to text or call me for any reason.”  In this exact format, most email programs from Gmail to Yahoo will create a hyperlink of your data and you can automatically get this appointment into your online or phone calendar without any more typing. The person you are meeting can do the same, and if there were any confusion about date, time or place, you can avoid the problem NOW as they will likely i.d. the problem immediately.  Again, it seems very “Emily Post” to do it this way – but etiquette is often designed to be very practical. That is why Emily lives on into the technological age even if embossed calling cards are a Dickensian frivolity of the past.

Calendars can seem tedious, time consuming, and something you do after you get your “real” work done.  You may feel that really talented people memorize their calendar and don’t need to go to the trivial step of writing things down. This could not be further from the truth. Your calendar and how you maintain it is the front line showcase of your organizing ability and your integrity.  It is one of the very MOST important tasks you will do every day. NEVER treat it as a secondary or tertiary item on your to-do list. How you fulfill your commitments is THE key statement of how reliable you are in the world. And…this should make you feel GREAT.  You do NOT need to be the smartest student or worker. You do NOT need to be the coolest, the handsome-ist, the richest.  You just have to treat others well and make time a few minutes every day to know where you need to be and when.  A small hurdle that will vault you to being an outstanding employee, family member and friend.

Photo by JÉSHOOTS on Pexels.com

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