How to Find a Meeting Time that Works for Everyone

How to Find a Meeting Time that Works for Everyone

After 2020, the world will always have a new time reference. Before COVID-19 and after COVID-19. And while it’s always been challenging to schedule work meetings that are convenient for everyone, the new reality has made working remotely the norm — bringing with it the additional challenge of having to schedule a conference with co-workers who are also home-schooling or with small children who have forgone daycare to be at home around the clock. This means that it is now even more crucial to be able to schedule meetings that work for everyone. But, how can you do so?

5 Tips for Finding a Meeting Time That Works for Everyone

1. Get Google Calendar

Something that has become very clear in the world post-COVID is that many things can be done with the click of a button. And Google calendar makes it even easier. If you don’t have an account yet, you can create one on calendar.google.com. Make sure everyone on your team does the same.

2. Create a New Event

Don’t worry about coordinating with everyone just yet. Once you’re logged in on Google Calendar, click on the Create icon on the top left-hand corner. Type in a title for the event, enter information providing details, and type in the email addresses for your guests. Be succinct, but clear, and if guests need to prep by reading certain materials, include the link to access them in the description/attachment box.

3. Find a Time

While you’re still creating the event, you’ll see the words Find a time in blue font halfway down the box. When you click on it, you will be able to see everyone’s calendar side-by-side. This will eliminate the traditional ping-pong game that starts when you start suggesting possible dates and times and everyone chimes in with the reasons why that time wouldn’t work for them.

4. Confirm the Date and Time

Once you find a time that works for everyone, click on that window. Do take into consideration whether any team members have back-to-back meetings all day. They may likely need a breather to get some work done or get some lunch. You’ll also want to provide some cushioning for earlier meetings that may run over their allotted time.

5. Save and Send

Once all the relevant information, links, and documents have been added to the event, click Save. Then, make sure to send a calendar invite to everyone on your team. You’ll be able to see as each of them clicks on yes, confirming their attendance. Everyone who’s invited will be able to see the entire guest list. You can also provide the option of whether they can invite additional guests.

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The Symphony Agency Can Help

While Google Calendar makes scheduling meetings a simple task, that’s just only one of the many components that make a company run like a well-oiled machine. Need help figuring it all out? We’re here to assist. Schedule an introductory call with Jodi, our Director of Strategic Initiatives, or reach out to a member of our customer experience team by completing our contact form. We are here, we are open, we work with clients all over the US, and we’d be happy to have a conversation with you!

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