Be a responsible calendar event scheduler

Office geeks: take notice.

Isn’t it nice that in the “busyness” of the world we live in, we have calendars that are integrated with our personal computers that help us stay organized and up-to-date with whatever is happening—on any given day, week, month, year, etc.? It certainly is helpful for me. That said, it’s not quite as euphoric as it sounds.

Not only can we schedule events on our calendars and be reminded of their impending happening, but often others (within the same group/organization) can invite—and thus schedule—events on one’s calendar too. Again, this is a great thing with the exception on one little oversight.

When I get a calendar invite, I typically only have to accept and the event is put on my schedule and I never have to worry about it again until the event is upon me—say 15 minutes upon me. You see, almost every person I know who has scheduled an event on my calendar has done so by not considering how much alert notice time is needed before the event arrives. By default, Microsoft Office Outlook’s scheduling of an event defaults to 15 minutes in the “Reminder” pop-up menu. However, there are many choices that are certainly better than “15 minutes.”

Microsoft Outlook’s default alert notice time. Go figure.

You may be thinking to yourself, “What is so bad about the “15 minutes” reminder of an upcoming event?”

In short, what are the chances that I’ll be sitting in front of my computer 15 minutes before a scheduled event to be reminded of it? And even if I was, who wants to be reminded with only 15 minutes notice of a meeting or event that might require 10 minutes just to get there—never mind whatever preparation is needed before arriving.

Consider the more and better options than a 15-minute default reminder.

The naysayers of my critique here will say something like this: “You can change that reminder notice on your calendar.” This is true, but I might as well schedule the event myself if I still have to go to the event on my calendar and edit it. And even when I do, I get this notice: “You have made changes to this meeting. If the organizer sends an update, your changes will be deleted.” And organizers changing their events is not exactly a rare occurrence.

I’ve lost count of how many meetings/events I’ve missed because I wasn’t in front of my computer 15 minutes before the alert reminder kicked in. And, it really takes the wind out of your sails when you finally do sit down in front of your computer to see one of those reminders staring you in the face knowing the event started 30 minutes ago or has already passed.

So here’s my proposal to all you office geeks who like to send out invites to meetings. Change the default “Reminder” time to something that is at least civil—say two hours. Personally, I prefer four or six hours, that way it is on my mind for a good chunk of time before I actually have to be there and I’ll be able to schedule any prep time that might be required as well.

It’s a simple request and a simple solution to a problem that can be way more complicated than need be.