It wasn’t my fault…

MildredMcDonald · 2023-02-20T19:18:44+00:00

Part of my job role is booking in appointments which I’ve never had any problems with until now. The team has increased with two more Managers joining and twice when I’ve booked in a new appointment in, this one manager has come back to say I’ve doubled booked when I haven’t. The last time she added travelling time making it look like I’ve just dropped an appointment in without checking. It’s making me look foolish and I’m not sure what to do about it. Any ideas?

Quveas · 20/02/2023 19:25

Talk to her?

Back in the old days, in other words before Covid and on line meetings, it was the norm not to book back to back meetings (which, on line or not, is not great practice), but I've also noticed that more recently loads of people are forgetting that you may have to physically get from one meeting to another.

Ask her what her preferred system is. I hate people trying to book me back to back meetings even on line because there's no preparation time or just thought gathering time. My staff know not to do it unless it is impossible to organise any other way.

Original poster

MildredMcDonald · 21/02/2023 03:52

There was nothing wrong with the appointment I booked in as it was an afternoon slot. It became a problem when she marked up in the calendar against the morning appointment travelling time (that wasn’t there previously). It’s up to the individuals to clarify if online or not. There was no indication that it wasn’t online. It was added afterwards, not at the time.

OP posts:

Monty27 · 21/02/2023 04:05

You don't have their diaries then? If you book their appointments don't you have venue details? I can't understand your meeting system. How do you miss out travelling times?

Catscatsandfourcats · 21/02/2023 04:11

Each time you book an appointment take a snip or screenshot of that day's diary, then when she comes back to say you've double booked you can show her that there was no other appointment there at the time.

functioningadult · 21/02/2023 04:50

One of my colleagues keeps double booking us all as the full calendar details haven’t updated when she checks for a slot. This is in Outlook. Can you try allowing a little more time for everything to load in and then the screenshot idea above?

Lougle · 21/02/2023 06:57

Well to be fair, travelling time is essential. If there is no indication whether it is online or in person, that needs to be clarified.

mrsredhat · 21/02/2023 07:03

Catscatsandfourcats · 21/02/2023 04:11

Each time you book an appointment take a snip or screenshot of that day's diary, then when she comes back to say you've double booked you can show her that there was no other appointment there at the time.

This. Every time. Once she realises you aren't taking bullshit she'll stop.

Ithinkimthebfg · 21/02/2023 07:04

I think if there is nothing to clarify if it is virtual or face to face, then it’s important to clarify and not just assume it’s virtual. The manager is right, it was double booked, however you didn’t know it was a face to face meeting.

if the rule is you always assume virtual if it’s not stated otherwise tell them this, and if it is not your job to confirm with them then make this clear also. But do make sure that the location of the appt wasn’t in the invite and also that you don’t need to clarify.

Ithinkimthebfg · 21/02/2023 07:07

mrsredhat · 21/02/2023 07:03

This. Every time. Once she realises you aren't taking bullshit she'll stop.

Show quote history

i don’t think it was double booked v another appt as such, it was double booked as the earlier meeting was at a location the manager required time to travel back from to do the ops meeting.

the ops point is she didn’t realise it was a face to face meeting and thought it was virtual as the diary didn’t show meeting venue , and it’s not her job to confirm.

SquigglePigs · 21/02/2023 08:02

If people need travel time from one meeting to another and other people use their calendar to identify suitable meeting slots then they need to take responsibility and block out that travel time as unavailable. They can't expect others to be psychic.

MrsMoastyToasty · 21/02/2023 08:05

Is their calendar syncing with what you can see?

CleaningOutMyCloset · 21/02/2023 08:06

I agree with taking a screen snip every time you book a meeting.

If she says you've double booked her again, offer to ask IT to take a look at the booking system as there appears to be an issue, where she can't see when you've booked an appointment in. That way you can blame IT whilst making it clear you won't take any shit from her.

Quveas · 21/02/2023 08:17

MildredMcDonald · 21/02/2023 03:52

There was nothing wrong with the appointment I booked in as it was an afternoon slot. It became a problem when she marked up in the calendar against the morning appointment travelling time (that wasn’t there previously). It’s up to the individuals to clarify if online or not. There was no indication that it wasn’t online. It was added afterwards, not at the time.

I didn't say there was. But you asked for opinions and that's what you got. Time between meetings is important for all sorts of reasons. She obviously wants times between meetings. So you can either discuss this with her, or you can go around with "it's the managers fault not mine" and see how that works out for you. Really, this shouldn't be a huge problem. Talk to her.

BertHandsome · 21/02/2023 08:21

Is she booking in the meetings with no info / location / travelling time?

I had a manager like this when I used to PA. I would just ask if you can have a 2 minute catch up, and explain if she doesn’t put info onto the system for locations or travel time the errors will
keep happening and you can only go with what info you have. Definitely keep screenshots as evidence if they’re an arse who is refuting things. It’s embarrassing when adults can’t own up to their own errors.

FiddleLeaf · 21/02/2023 08:26

Is she complaining or just asking things to be changed?

RichardHeed · 21/02/2023 08:30

Assuming you’ve talked to her and she’s still not adding venue information and travelling time then I’d just become a massive pain in her arse. Every time a meeting needs booked go to her office and say “I have a meeting request for x date x time but as it’s after y meeting and there is no information in there, can I confirm travel
time etc” or leave gaps for travel time anyway and when she gets annoyed bounce it back with screensnips

If she wants to play silly buggars play it back. After all mature options have been explored that is.

TurtleTriplets · 21/02/2023 08:47

If she has another meeting in with no venue details, email and ask her to confirm wether it is online or face to face. Every time.

You need to cover your back.

Ithinkimthebfg · 21/02/2023 09:33

op you need to be very sure rhe location of the meeting wasn’t actually in the meeting notice . Now that we have opened up again since covid, face to face meetings will be more prevalent. Generally it’s in the body of the appt.

If she is genuinely entering no location data, no teams/zoom info etc then just message her and say to avoid this again please can you ensure either location or virtual meeting details in the body of the invite.

If this was in then you do need to check this before booking in meetings, as she will need travel time

i used to have to book appts for folks years ago and checking where they were and likely travel time was a key part of it, however the person being booked for needs to either have venue or virtual meeting details in rhe body of the invite. It’s a two second job to both enter it or check it.

unfortunateevents · 21/02/2023 11:35

It's maybe not your "fault" but as an administrator of many years, it's automatic for me to always check where meetings around one that I'm organising are located and whether they are face-to-face or online. If you did that surely you would either see a Teams or a zoom link or physical location for the meeting, which would indicate whether you needed to allow time afterwards to get back to the office? Anyway it's just good sense and makes your life easier for you take five minutes with this manager to ask them how they like their diary to be organised and whether they are happy to go straight from one meeting to another or if they need time in between. I've worked with so many managers and they can vary a lot in their working style – one never stopped for lunch, so you didn't have to make any allowances for a break in the middle of the day, others always wanted a clear half hour between meetings etc. Don't go in with a defensive attitude, just clarify how they would like to work and I'm sure everything will be fine.