Effortless Meeting Scheduling: Strategies and Tools to Make it a Breeze

Scheduling meetings can be a daunting task, especially when trying to find a time that works for everyone. But with the right tips and tools, it can be a hassle-free process. Here are some strategies to help you schedule meetings efficiently and effectively, while respecting everyone's time.

Clearly Communicate Meeting Details and Prepare an Agenda

Prior to sending out invites, ensure that the purpose and value of the meeting are clearly communicated. Whether it is to achieve a specific goal, make important decisions, or build team connections, make sure everyone knows what they will gain from attending. In addition, preparing an agenda will help keep the meeting on track and maximize the allotted time.

Determine the Most Suitable Meeting Format

Decide in advance whether the meeting will take place through a conference call, video chat, or face-to-face. This will save time and ensure a smooth meeting. Make sure to include all necessary links or information for the chosen method of communication in the invitation.

Consider Different Time Zones

If your team is spread across different time zones, it is important to take this into account when scheduling meetings. This will ensure that everyone can attend at a reasonable time.

Schedule in Advance and Reserve "No Meeting" Time

Avoid last-minute meetings and give everyone the opportunity to prepare by scheduling in advance. Some companies even have designated "no meeting" days to allow for uninterrupted focus time and reduce fatigue. Additionally, blocking off specific times on your calendar for tasks that do not require a meeting can also be beneficial.

PRO TIP: Before scheduling a meeting, consider if another form of communication, such as an email or instant message, may be more appropriate for the topic at hand.

Utilize Meeting Scheduling Tools

There are numerous tools available that can help you find the best meeting time for everyone, without the back-and-forth communication. Here are some popular options:

• Doodle: The host suggests possible meeting times and sends a poll to attendees, who can then enter their availability. The tool then finds the best time based on responses.
• NeedToMeet: Create custom URLs for each meeting, view attendee comments in one place, and receive email notifications when attendees respond to your invitation.
• SurveyMonkey: Create a poll and send it to meeting participants via email. The poll can also be embedded on a website or shared on social media for a wider reach. Automatic reminders can also be sent to those who have not responded.
• Calendly: This tool connects to your calendar and allows you to set your availability, send a meeting link to contacts, and automatically schedule meetings at a convenient time.

In addition, Calendly offers a meeting poll feature and the option to automate routine communications, such as reminders and follow-up meetings.

Streamline Your Meeting Scheduling Process

By implementing these tips and utilizing the right tools, scheduling meetings will no longer be a headache. Remember to be mindful of everyone's time, communicate the value of the meeting, and use the appropriate tools to make the process efficient and effective. Your calendar and colleagues will thank you for it!