Appointment Management Tips for Team Leaders

Managing appointments is no small task – there are places to go and people to meet. In fact, meetings are an elemental part of every industry. They lead to comradery and ideas; they foster communication among employees. They can also overwhelm – suddenly you’re having a meeting just to decide if you need to have a meeting. So, how do you avoid burnout while making sure nothing falls through the cracks? 

Start by doing the following:

Know what you can handle and what you can’t

In the world of business, one word is especially difficult to utter: “no.”  You may worry that postponing a meeting will cost you a once in a lifetime opportunity, or sending a phone call to voicemail will leave you full of regret. While common sense plays a role – if Oprah calls, you answer – “no” must be part of your vocabulary. That’s one of the most important things to realize when it comes to time management: trying to please everyone is impossible.

Don’t forget about the essentials

When budgeting for time, it’s easy to forget the essentials. These are easy to neglect because you know them by rote – they become a habit rather than something you set aside a half an hour to perform. It’s inevitable that you’ll grow comfortable with certain tasks, but don’t forget that every task, from the small to the large, takes time. 

Plan for the unexpected

Filling your day with meeting after meeting after meeting is one way to be productive. But a jampacked schedule only works if nothing goes wrong. Not planning for the unexpected all but assures that the unexpected will come up. If you don’t have time to address it, a minor issue can quickly turn into a major one. 


The old adage, “if you want something done right, you have to do it yourself” exists for a reason: many of us have our way of doing things (and our way is – to us – the right way). But, when you’re the boss, you must loosen your grip on control and delegate to your staff. You were put in charge for a reason: lead on.

Use scheduling software

Back in the olden days, we had to walk up hill both ways with our Daytimers just to keep track of who we were meeting and when. Now, technology does that work for us. Use the available software to your advantage. Acuity, an online scheduler that acts as a virtual assistant, is one way to stay on top of your to-do list.

Meetings will always be an important part of running a company. But they’re certainly not the only part. Making meetings as convenient as possible helps you focus on all areas of your business. And that helps your business soar.

A Take My Shift attendance policy helps you find balance and avoid burnout (from meetings and everything else). Don’t forget to sign up for our mailing list. We’ll keep you up-to-date on how to keep your staff content on and off the clock. And download our app for tips and tricks on the go. You can get it at iTunes or the Google Play Store