There is no escaping the need schedule meetings.
And for most of us, we have to schedule LOTS of them.
It’s simply an inescapable process of the modern workplace.
We’ve all been in situations where someone has suggested a meeting time that conflicts with our current tasks, or when we’ve had to experience the agony of when rescheduling a meeting takes more time than the meeting itself.
But scheduling meetings doesn’t have to be an agonizing for you or your colleagues.
Luckily, there are strategies for making meetings efficient and painless.
Let’s dig into how you can ensure everyone (including you!) stays happy when scheduling meetings!
Find Suitable Dates & Times 🕰️
The most important part of scheduling meetings is finding times and dates that work for everyone involved.
This can be especially tricky if you’re dealing with colleagues in different time zones, but there are a few ways you can use to make it easier.
The best way is to make sure your entire team are using tools which allow people to indicate their availability quickly and easily.
Similar to driving in a blizzard without snow tires or 4WD, if your team isn’t using the right tools for time, you can’t expect favorable outcomes when it comes to scheduling.
In addition to tools, communication is critical.
Always have open communication channels with your colleagues so you can learn about their daily schedules, routines, and preferences.
The more you learn about how and when they work, they more you’ll be able to schedule meetings that better fit into their workflows.
Rescheduling Shouldn’t Be Painful 📆
No matter how careful you are about scheduling meetings, issues will inevitably arise from time to time.
When this happens, it’s important not to let your frustration show—after all, rescheduling can take up valuable time for everyone involved.
In this situation, it’s best to remain calm and respectful when communicating with your coworkers about rescheduling.
In the heat of the moment it’s sometimes easy to forget that your teammates are probably juggling a thousand different things in both their work and personal lives.
If it’s not an urgent meeting, trying waiting a day or two and then reaching out to your colleague to gauge when they may have some availability.
Maybe Your Meeting Should Really Be An Email 📧
When scheduling meetings, it’s also important to assess whether or not you actually need to meet at all!
As the organizer of the meeting, always ask yourself if the meeting will result in something of material value to the parties involved.
If you’re going to take up valuable time and company resources, then the outcome of your session should produce something of tangible value.
But, if there’s no clear desired objective or outcome for the meeting, then perhaps you should reassess why you’re gathering everyone in the first place.
Without clear context and goals, your session is likely to be effectual and frustrating for everyone involved.
Conclusion: Make Meetings Painless and Efficient 🤝
Scheduling meetings is probably not the most exciting part of your job.
But, adhering to the steps above can make it a little less painful for both you and your colleagues.
By finding suitable dates and times, being respectful when rescheduling, and assessing whether or not a meeting is necessary, you can make the process more efficient and for everyone involved.
With these strategies, you can ensure that scheduling meetings is a breeze and that your teammates don’t wither in agony every time you send them a meeting invitation!
