meetings_are_toxic

Using Power Query to Analyze Your Schedule

I am in a lot of meetings. A LOT of meetings. Double, triple, quad booked. I guess when you get to manager or director level somewhere, that is the definition of “busy”, or maybe everyone just wants you in their meeting, or your opinion, or whatever. In the end “Meetings are Toxic” (from 37signals), but really the are sometimes a necessary evil.

Anyways, do you really know where you spend all your time? Well you can glean the information pretty easily using Excel and Microsoft Power BI (Power Query specifically).

First, the key for me is to “categorize” my meetings. You can create categories in Outlook and then assign them to meetings, you can even color code the categories.

Where does Power Query fit in? Well, you can connect to Exchange as a data source.

power query exchange

Then you can query your calendar “table”, and pull it into Excel.

power query navigator

power query

Then, as with any table, you can Pivot it, and pull over category as the row, and look at the count. With some column work in the Power Query query, you can split out the date/time and get Month/Day/Year and create a semi-hierarchy, to see things over time.

MeetingMonth

For example, I took over 2 teams in January, and my meetings with them and related projects skyrocketed in January. Now I know what was taking my time up for Q1 2014 :)

meetings over timeAt least the number is going down :)

There is so much more you can do with Power BI and Exchange data, your email, calendars, contacts, etc, this is just the tip of the iceberg, and it should only take you 10 minutes or so to get to this result! Now, if I can just figure out how to get out of the meetings!

About these ads

2 thoughts on “Using Power Query to Analyze Your Schedule”

    1. you can track the count and the time if you wanted to. You would have to somehow put a dollar value on meetings. If you equate your time to money you could add it up that way. In the details of the query it has people on the invite so you could probably just generalize a rate per person.

      Like

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out / Change )

Twitter picture

You are commenting using your Twitter account. Log Out / Change )

Facebook photo

You are commenting using your Facebook account. Log Out / Change )

Google+ photo

You are commenting using your Google+ account. Log Out / Change )

Connecting to %s