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Meetings can be a big time sink for staff members that are otherwise trying to get their work done. While in our other blog this month, we explored how meetings themselves need to be justified and streamlined, the fact is that even if you have a good reason to book a meeting, that process alone can be time-consuming.
Fortunately, there are a lot of tools available to help you take the work out of booking your next meeting. Make sure you harness these tools so you can spend less time emailing about potential meeting options, and more time focusing on your work.
Emailing back and forth with your team members in a never-ending reply-all email is the worst way to go about scheduling your next meeting. Scheduling team meetings should be one of the easiest parts of your operational workflow, right?
Unfortunately, so many businesses still find it to be one of the most frustrating daily tasks on their to-do lists. It means emailing back and forth, manually checking schedules, and eventually finding a time that works for everyone.
The good news is that there’s a simpler, more direct way to go about it—Microsoft’s Schedule Poll feature. With this Outlook tool, the organizer can set the details of a potential meeting, and then let Outlook review the attendees calendars to propose options.
Once everyone has selected their preferred date and time, Outlook coordinates the best meeting time and generates an invite to be sent to all attendees. It really is that simple.
Here’s how it works:
Do your long email chains usually end up as a meeting?
You’re not alone—it’s often the case that a long-running email thread will turn into a meeting eventually. Did you know that Microsoft Outlook has a feature designed to streamline this process for you?
Here’s how it works:
By following this method, your meeting request will use the email subject line as the meeting topic and include the email thread in the meeting details, providing all the necessary info for your meeting’s agenda.
Remember, it’s easy to spend too much time setting up a meeting.
That’s why you have to be intentional and methodical with how you schedule and facilitate meetings. Doing so will ensure you’re only scheduling meetings that need to take place, and when you do, they’ll be effective and productive.