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When dealing with meetings a good question to ask yourself is what is your role in it?  Are you the leader or are you just providing your boss's availability? If you are organizing the meeting, then you are responsible to send the initial email out requesting the participants to attend.  You will need to give them as much information as possible so they can make an informed decision about attending.  If you know their assistant's email address, I always copy them on this initial request.  If you don't have their email address, many bosses will copy their assistants when they reply to the initial request and you should keep a note of that and include them in any follow up emails. The people invited need to know the purpose of the meeting, you should provide three or four dates and times for the meeting, they need to know who is calling the meeting and why their attendance is needed. Once a date is agreed upon, you will need to book the meeting room, con...

Does your boss ever organize a meeting behind your back?  Mine does and it can cause problems with my scheduling.  He will have a quick conversation with a staff member and set up a meeting, but not tell me anything about it.  That makes it difficult when I am supposed to be organizing his calendar, but since I am responsible to organize his time and in spite of my frustration, I have to make it work.  So what can you do when your boss is ruining your perfectly scheduled calendar?  Realize that nothing is cast in stone and things can change so be prepared to make the necessary adjustments.  Your boss is not trying to sabotage you. Assess which meetings can be adjusted without too much disruption. Internal meetings can usually be changed more easily so start there.  Depending on the importance of the impromptu meeting, it may need to be changed to another timeslot to accommodate his or her...

I organize a lot of meetings in a day, week, month; heck, even into next year.  My boss is very busy and in demand to go here, there and everywhere.  So how do I keep them all straight?  My first plan of action is to take them offline as much as possible.  I have so much e-mail traffic that the more I take offline, the better I am able to keep track and oh what a relief it is to delete it out of my Inbox once I have responded to the e-mail. When I receive an initial request for a meeting, I use a meeting form and write down the information I need: who is requesting the meeting, what is the purpose of the meeting, where it will be held and a phone number or an e-mail address and dates that are available.  As I hear from the different parties I can put a check mark or an X whether they are available or not.  Once a date is finalized I put it in my boss's calendar and confirm the meeting with the other participants.  If the meetin...