Describe a time when a scheduling or documentation error (for example, a double‑booked appointment or missing meeting notes) caused a problem. What exactly happened, what did you do to fix it, and what process did you put in place to prevent it from happening again?

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VirtualInterview.AI · Accepted Answer

At my last company, I once double‑booked our VP for a client renewal review and an internal budget meeting at the same time. Both involved teams of 6–8 people, and I caught it only the afternoon before. I owned the mistake immediately, called the VP, and we agreed the client meeting had to stay. Within 30 minutes, I contacted all internal attendees, proposed three new times, and moved the budget meeting to the next morning, making sure pre-reads were shared so no time was lost.

Afterward, I reviewed my process and realized the error came from editing directly in a shared spreadsheet instead of the calendar. I moved us to using the calendar as the single source of truth, added color-coding for client vs. internal meetings, and created a daily 10‑minute “calendar audit” routine. Over the next 12 months, we had zero double-bookings across a team of 4 executives.

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