How To Be On Time For Meetings

Get rid of the SatNav ... yes, really. At a recent meeting I went to one of the attendees turned up nearly half an hour late. He'd got lost. The reason - he was using a SatNav! :)

Now, I'm not saying SatNavs don't have their uses but more often than not people blindly follow them without having a clue where they're going and haven't got a clue what to do when they go wrong or it takes them down a wrong road.

We've all heard stories of lorries getting stuck down narrow dirt tracks, stuck under bridges, drivers ending up in a completely different place to where they intended.

I arrived half an hour early (but then I'm just a smart alec). Here are my tips to arrive on time (other than getting rid of the SatNav).

If coming from a long way away, set off in good time and plan to arrive half an hour early - giving some leeway incase you get delayed.

Check where you're going on Streetmap the day before. This will give you a pretty good map and reference to where you're going.

You can check timing and distance on www.theaa.com Route Planner. Add a bit if you're going to be travelling at peak times.

Manchester Stop-Over

I was up in Manchester yesterday at the IFA Adviser08 exhibition. I travelled up on Monday afternoon and booked an overnight stay for the night. I'd searched various hotels, some of which were right by the Manchester Exhibition Centre and varied from the reasonably priced, basic room to the more upmarket, expensive options. Although Manchester has plenty of hotels to choose from, I decided that rather than stay in an impersonal, hotel and as I didn't need to be there on the dot of 8.30 when the event started, that I'd find a B&B somewhere close by.

After a few phone calls - it's half term up there this week, so some weren't taking bookings, I found the utterly delightful Birtles Farm B&B. It's situated on the edge of Tatton Park within a short drive from the M6 and only 20 minutes from the centre of Manchester. Down a long drive, it's a working farm and the farmhouse is crammed full of warmth and character. No clean lines and white walls here - all wooden rafters, uneven floors and walls, wonderful dark wood doors with old fashioned latches and a lovely double room with everything that your average business hotel would have but in much nicer surroundings. OK, the tiny ensuite shower room might be a bit smaller than most and if you were six foot you'd have to duck through the door but it had everything I needed and more. There was a TV, wireless internet access, tea & coffee making facilities, a fabulously comfortable bed with loads of pillows, a sofa to relax on, soft towels, a cupboard with proper hangers. Downstairs was your own guest lounge and the dining room, where a good hearty breakfast was served the following morning. Better than the usual Tuesday breakfast I'd be having if I was at my local Chamber meeting.

I'd highly recommend it if you need somewhere to stay in the area and it will certainly be my first consideration if I need a place to stay again. If not for a business stop-over in Manchester (it took me 30 minutes to drive into the centre of Manchester or I could have hoped on the Metro from Altrincham and that was in rush hour(, then it's ideally placed for Manchester Airport or for a long weekend break. There's plenty to see in the area and it's just on the edge of the wonderful Peak District and there are walks from the front door.

Late or Early?

The topic of my latest newsletter was about arriving on time for meetings.

I'm sure most people endeavour to arrive on time - after all we're business professionals and it wouldn't do to turn up late and keep clients or prospective customers waiting but there's so much that can go wrong and things being what they are, it will. I've been ultra-conscious having just written about not being late - it wouldn't do for me to turn up late now would it! So much so that I've been arriving ridiculously early - I'd feel so bad if I did arrive late.

How often have you arrived just in the nick of time? You make it but just by the skin of your teeth, stressed and flustered having negotiated yet another traffic jam on the M25 or every traffic light being against you, slow traffic (especially caravans and tractors) on single lane roads, roadworks and detours.

Plan to arrive early - not just in the nick of time. Planning is good and essential to using your time effectively but when you plan things too closely you don't leave any slack time for when something unexpected comes up. Knowing a route well, gives you a better chance of estimating travel time but also makes it easier to leave things to the last minute, then when you discover they're digging up the road again and the traffic is backed up all along the coast road and you're going to be late. Fortunately, I can walk fast or know a short-cut or am lucky to find a parking space quickly but my 20 minute journey can easily become 40 minutes or longer with road works and traffic thrown into the mix.

- Aim to arrive at least 10 minutes early or 30 minutes if it's a longer journey.
- Get things ready before you leave - don't rush out of the door, grabbing things as you go.
- Leave extra time to allow for delays.
- Catch an earlier bus or train.
- Allow time for parking.
- Phone ahead if you know you're going to be delayed or late.

Better to arrive early rather than late and if you are early - it's not wasted time. Take a book, newspaper or your laptop with you so you can do some work while you wait. I managed to read a whole book on my recent journey up to London. I left plenty of time to get to the station - as I said, I've been so conscious about arriving early that I was there about 30 minutes before the train was due to leave. I had an hour to read on the train and while I sat waiting for my meeting and although it was a packed late train back home - I'd all but finished the book by the time I got back to Brighton.

If you expect other people to turn up on time for you - make sure you turn up on time for them. Have as much respect for someone else's time as you would expect them to have for yours.

Arriving On Time

My latest newsletter is just out. This month's main article is about how to arrive on time for your meetings.

One thing we should always strive to do is arrive on time for meetings. In fact aim to arrive early, as you can guarantee that something will delay you on the way – however organised you try to be. It shows respect to both the organiser and the other attendees if you turn up on time and I’m sure you prefer it when people arrive on time for your meetings. For business meetings it’s particularly important as it creates a good impression if you’re punctual. For personal meetings it might be slightly more informal, so turning up a few minutes late isn’t as much of an issue but being very late when people are expecting you at a particular time is just discourteous.

- if you'd like to read more of the May issue, just sign up on my website and you'll also receive free Time-saving Tips.

Are you often late for meetings or in general do you get there on time?

Get More From Your Meetings

My latest newsletter is just out. This month's main article is about getting more out of your meetings.

Meetings can be a great excuse to waste time and yet another frustration in an already busy day. While meetings can be a good way of communicating and discussing new opportunities, they can also be an unproductive use of several people’s time.

Before you arrange or attend a meeting, decide whether it’s the most effective use of everybody’s time? Could the information be better communicated by email or with a phone call or report? The purpose and outcome of the meeting should balance the input of time and effort by all those involved.

- if you'd like to read more of the March issue, just sign up on my website and you'll also receive free Time Tips.

No Shows And Missed Meetings

Now I know that life gets in the way sometimes and we can't always allow for the unexpected but it always amazes me (perhaps it shouldn't any more) that people will take the time and effort to book, register or sign-up for meetings, seminars and workshops and then just not turn up. Sometimes these events are free, sometimes people have paid upfront.

Is it just disorganisation, poor planning or over commitment? What gets in your way to make you miss an appointment, you've committed to?

If you've agreed to be there - there's an expectation that you will turn up. If you have to change your plans, call the person at the first and earliest opportunity to let them know, so they can make other arrangements, change bookings or make adjustments.

If you're always saying yes to things and then not turning up or letting people down at the last minute, start being more realistic with your time. Don't over commit yourself - make a tentative arrangement and then confirm nearer the time but agree this upfront, so that the other person isn't left in doubt.

Don't say yes when what you actually mean is probably not. You'll become known as being unreliable.

There's no excuse for not turning up and not letting someone know?