Project Management: Resource Availability



  • I have a meeting that needs to be attended by 10 individuals. Each of these individuals is either a manager, director, or member of executive leadership. There is very little overlapping availability, so I pick the time slot with the most availability.

    Inevitably I hear from user A and B that they cannot attend so I schedule for the next most available time, and hear from user C and D that they cannot attend.

    I then reach out to each individual person and confirm their availability, and which meetings they can punt if they absolutely need to. Then create a matrix that at the end of all of this absurdity reveals the most likely time that everyone might meet.

    Is there a tool or plugin or methodology that attempts to solve this perhaps within Outlook?



  • If the executives have assistants, get in touch with them and make a telephone conference with them. Very often they know what meetings in the calender can be cancelled for your meeting. Once you have a meeting slot with the most senior managers the others will follow... not always, but it's a possible solution. Good luck!


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