Scheduling and Calendar Management Flashcards

A meeting is scheduled for Tuesday at 2:00 PM and lasts 1.5 hours. What time does the meeting end?

Answer: 3:30 PM

Adding 1.5 hours (90 minutes) to 2:00 PM results in an end time of 3:30 PM.

An executive has appointments at 9:00–10:00 AM, 11:00 AM–12:00 PM, and 2:00–3:30 PM. What is the earliest available 30-minute slot?

Answer: 10:00–10:30 AM

The first 30-minute gap after 9:00 AM is 10:00–10:30 AM, between the first and second appointments.

A conference call is set for 10:00 AM Eastern Time. What time should a participant in Pacific Time dial in?

Answer: 7:00 AM

Pacific Time is 3 hours behind Eastern Time, so 10:00 AM ET equals 7:00 AM PT.

Which of the following scheduling tasks should be given the highest priority?

Answer: A client's urgent deadline meeting

Urgent client deadline meetings have the highest business impact and must take precedence over routine or optional events.

A weekly staff meeting occurs every Monday at 9:00 AM. If Monday falls on a public holiday, when should it typically be rescheduled?

Answer: Tuesday of the same week

Rescheduling to Tuesday of the same week causes minimal disruption by keeping the meeting in the same work week.

How far in advance should a reminder typically be sent for a one-hour meeting?

Answer: 24–48 hours before

A 24–48 hour reminder gives participants adequate notice to prepare without being so early that they forget.

A manager has a recurring 1:00–3:00 PM Friday prep block, but a mandatory all-staff meeting is added from 2:00–4:00 PM. What is the BEST course of action?

Answer: Notify the manager of the conflict and ask how to proceed

Informing the manager of the conflict and seeking direction respects her authority to decide how to handle the overlap.