GOODBYE, GHOST MEETINGS: HOW TO UNCLUTTER YOUR OUTLOOK CALENDAR

Lior Lustgarten.

Published:

More than 200 such meetings took virtual time in the schedule. In order to solve this problem, we developed an application that scans through all organizational Outlook calendars

We call them “ghost meetings”. They are logged into the schedule and sending us reminders, but they do not really exist. Every large organization is aware of this phenomenon, but cannot get rid of it. 

These meetings are being scheduled weeks, months, and sometimes even years in advance; reserving one of the conference rooms within the organization, easily forgetting to cancel them, but they are still there, in spirit… floating around, offering reminders, taking up virtual time, and annoying us.   

How does one get rid of them? There is no need for an exorcist. One of our clients asked us to find a way to change the ongoing cycle of a packed calendar filled with the ghost meetings and ‘occupied’ conference rooms in the headquarters.

More than 200 such meetings took virtual time in the schedule, when the organizers forget to cancel them or so much time has passed that the employee is no longer in the organization.

In order to solve this problem, we developed an application that scans through all organizational Outlook calendars, the parameters of which are entered in advance and issue a detailed report. The app defines the start and end dates, scans the meetings that were set before the start date and without an end date, and meetings with end dates that have exceeded the defined date set.

After the scan, an Excel sheet is generated that details including who the employee is that scheduled the meeting, the employee status within the organization (whether belonging to senior management), the subject of the meeting, and how much time is to be allotted for the meeting.

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This report is then sent to each employee, with a focus on the meetings that the employee has scheduled and with a request to help the company through canceling unnecessary meetings.

After successful implementation of the application with the above customer, now we are working on further developing this app.

After the upgrade, each employee can interface online in order to identify all the meetings scheduled in his/her name and remove unnecessary meetings with a single click, as shown on the screenshot below:

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By Lior Lustgarten.

A highly talented and adaptable technology expert working in roles of greater responsibility. Successfully planned, architected and subsequently implemented a variety of responsive, intelligent and robust solutions. Motivated by business and technical challenges that require unique and out of the box solutions.

Focused on Microsoft Unified Communications and core infrastructure solutions as well as Cloud Services platforms (Azure and Office 365).

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