Having a meeting organiser fail to show when you’re using video conferencing is annoying, but when a physical meeting room, effort on the part of delegates, not to mention a round of coffee and donuts are being wasted, it’s a bad habit that needs to be addressed.
How can you eliminate no-show offenders?
Outlook calendar recurring meetings are a common culprit as they are easy to set (and therefore easy to forget to cancel).
Advising staff on best practices for creating and managing repeat meetings in Outlook is always a good policy (this is a good LinkedIn video).
It’s also possible to limit the number of recurring meetings in Exchange/Office 365 – specifically when they involve resources like meeting rooms (see this Microsoft technical note), but there’s the option to be even more proactive in establishing better habits.
Like BP, you could get ‘hard-core’ and use a ‘3-strikes’ policy that really clamps down on repeat offenders – especially those that abuse the Outlook calendar recurring appointments feature.
Or you can take a ‘softer’ approach to ensure otherwise unused ‘room hours’ get re-allocated by making them immediately available to other staff members.