How to prevent scheduling conflicts in the workplace

A scheduling conflict is when two or more events or activities are set to take place at the same time. This type of double booking can be – or become – a major issue for employees, managers, or project completion. It doesn’t have to be this way. Scheduling conflicts can be avoided.

  • Use a scheduling tool or calendar to help prevent scheduling conflicts. Many different scheduling tools and calendars are available, both online and offline. Using a tool or calendar can help you keep track of your commitments and avoid double-booking yourself.
  • Communicate with your team about a calendar conflict and how best to avoid double bookings.
  • Be realistic about your time to avoid schedule conflicts. Don’t overcommit yourself. Be realistic about how much time you can realistically dedicate to each task or project. This can include adding buffers to schedules. If a meeting or task takes less time than planned – that’s a bonus. If a meeting or task goes overtime, then that is a problem.
  • Be flexible. Be willing to adjust your schedule if necessary. If a conflict arises, be open to working with your team to find a solution.
  • Use technology to your advantage. There are many different technologies that can help you prevent scheduling conflicts, and many different calendars offer ways to avoid schedule conflicts.

How Timewatch Whitespace helps manage scheduling conflicts

Timewatch Whitespace is a scheduling system that includes a feature that offers users the opportunity to manage scheduling conflicts.

Whitespace can either warn a user or stop a user from creating a scheduling conflict. For example, customer meetings, chargeable work, or company events can all be setup to “avoid scheduling conflicts”. If a user attempts to move or create an appointment that would create a conflict, they can’t do it.

How Timewatch stops double bookings

When scheduling staff, Timewatch’s Whitespace automatically tracks other bookings and alerts you of a scheduling conflict. In the View, the system highlights resources where allowable conflicts would result and shows but disables resources that are already busy with bookings where scheduling conflicts are not allowed.

Timewatch Whitespace stops conflicts from occurring in the first place but allows them where the scheduler wants to allow them (for example, for tentative appointments or where people can attend two meetings at a time) and helps schedulers resolve conflicts where they do occur.

How Timewatch scheduling conflict prevention works

The system highlights days when resources have conflicts. Users will also see a button on their menu that goes red when there are conflicts. Clicking the button lists bookings that are in conflict and provides tools to resolve them there and then. Once all conflicts are cleared, the menu button returns to normal.

How Timewatch scheduling resolution works

In some circumstances, conflicts are a part of the scheduling process and need to be managed. For example, schedulers may create multiple tentative bookings – accept the first and reschedule the others. ‘Wait-list’ bookings are another example. Whitespace® alerts schedulers there are conflicts by activating a button in the menu and highlighting the background color of days with conflicts in red. By clicking on the Conflicts button schedulers can easily resolve conflicts.

Scheduling conflict resolution in Timewatch

Who is Timewatch?

Timewatch is a specialist in professional services solutions including resource scheduling, time tracking and professional services automation software. Timewatch’s Whitespace® resource scheduling system has inbuilt scheduling conflict prevention and resolution functionality. When used in conjunction with Outlook, Whitespace® enhances Outlook with the same scheduling conflict tools.

Contact us

To learn more about how to avoid schedule conflicts in your calendar, contact Timewatch (and we will make sure you don’t make a double booking).

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Learn more about how to manage and prevent scheduling conflicts

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