Regardless of position or job role, scheduling meetings can seem like an overwhelming task given all the details and planning required. For anyone who schedules meeting, I recommend creating a generic checklist of all the things you need to do such as booking the room, arranging for refreshments, preparing handouts, etc. Each time you schedule a meeting, you can run through the checklist to ensure you don’t miss a step.
However, in addition to using a checklist, there are a few other simple tips you should follow when scheduling meetings.
- Identify if any of the key players have assistants, particularly for managers and executives. These individuals often rely heavily on their assistants to manage their calendars and scheduling. The assistants can save you a lot of time when trying to find out everyone’s availability.
- Identify at least two potential meeting times. It is always good to have a back up time in the event that the initial meeting time does not work for all participants.
- Put a hold on a meeting room once you’ve determined the potential meeting times. You can always release unneeded time.
- Send out a meeting request that includes the time, location, and a description of the meeting (such as the purpose). Invitees are much more likely to respond if they know what the meeting is for.
- When appropriate, ask invitees to identify a designate to attend the meeting on their behalf when they themselves are unavailable. Doing so means you don’t have to re-schedule to work around someone’s schedule.