The Cost of Last-Minute Meeting Cancellations

In the fast-paced world of work, where priorities shift quickly, and diaries fill up fast, flexibility is essential. However, there’s a growing trend that can quietly erode trust and productivity in teams: the habit of cancelling meetings at the last minute.

Whether it’s a quick virtual check-in on Teams or an in-person strategy session, every meeting represents time someone set aside, often with preparation, intention, and effort. When a meeting is cancelled just minutes before it’s due to begin, the impact can go beyond inconvenience.

It's not just about the calendar

On the surface, a last-minute cancellation may seem like a small, necessary adjustment. But for those on the receiving end, it can signal something unintended - that their time is less valued, that their preparation may have been in vain, or that the meeting’s importance has been diminished.

When this happens regularly, it doesn’t just disrupt the flow of the workday, it quietly affects morale, trust, and collaboration.

The values reflected in our scheduling habits

Every interaction, including how we handle meetings, contributes to workplace culture. When we honour our commitments, including showing up on time and communicating proactively, we demonstrate key professional values:

·         Respect: Acknowledging that everyone’s time, regardless of role or seniority, is valuable.  How often do we see meetings cancelled with a supplier or member of our team because a ‘client meeting has dropped into my diary’?  Better to tell the client you already have a commitment and offer alternatives

·         Reliability: Being consistent and dependable builds trust and confidence across teams

·         Accountability: Managing our diary realistically and communicating changes in a timely way

These values are especially important in environments where collaboration, cross-functional work, and relationship-building are essential.

The impact in both virtual and in-person settings

While technology makes it easier than ever to connect remotely, the ease of virtual meetings can sometimes lead to a more casual approach to scheduling. But regardless of format, the same principles apply; time has been reserved, thought has gone into the agenda, and someone is waiting.

In-person meetings come with additional considerations such as travel time, preparation, and often more limited flexibility. Cancelling these at the last minute can be even more disruptive.

A better approach: proactive, considerate communication

There will always be legitimate reasons to reschedule. The key is how it's handled:

·         Provide as much notice as possible. Early communication allows others to adjust and reallocate their time meaningfully

·         Reschedule thoughtfully. Propose a new time promptly to show continued commitment

·         Be realistic with your calendar. Avoid back-to-back bookings and factor in preparation time when setting meetings

·         Check for alignment. Ensure that all parties agree on the purpose and value of the meeting - it reduces the risk of cancellation due to unclear priorities

Building a culture of respect through small actions

Workplace culture isn’t just defined by mission statements or leadership speeches, it’s shaped daily by how we treat one another. Being mindful about how we manage our meetings is one small but powerful way to reinforce a culture of respect, accountability, and professionalism.

So before cancelling a meeting at the last minute, it’s worth considering the broader impact. A few moments of consideration can go a long way in strengthening working relationships and fostering a more thoughtful, collaborative environment.