You can help save your coworkers some frustration by keeping in mind a few simple guidelines when it comes to scheduling meetings:
- If you receive an appointment request, please respond promptly so that the requester can reschedule if necessary.
- Please make sure all time unavailable is recorded on your calendar – out of office, personal appointments, vacation, etc. Even if you're working from home, it's nice for that to be indicated on your calendar because some meetings just can't happen by conference call.
- For meetings outside of the office, please make sure the duration of the unavailability includes travel time.
- If reserving a conference room, make sure it is included on the appointment, even if it's a spur-of-the-moment meeting.
- If you have previously accepted a meeting request and can no longer attend, please decline promptly. Your presence at the meeting may be essential which could require the meeting to be rescheduled.
- If you scheduled a meeting and can no longer attend, please cancel promptly so that attendees can remained focused at their current task.
Update: Read the sequel about etiquette relating to the meeting itself.