Automating meeting scheduling
Let's face it, there are some things that computers can do so much better than humans can. On that note, it turns out that one of the biggest ways we waste our time is with scheduling. You know exactly what I'm talking about. In the best case scenario, you and someone else sent 10 messages or emails back and forth before finally setting on a time and a place to meet. In the worst case scenario, it's actually 10 people who need to meet. And that requires 20 emails back and forth, each with reply, all messages of everyone listing out there available times what a mess. There are a number of ways to alleviate this problem, depending on the situation. First off for group meetings where you need to quickly pick a time, I recommend doodle. Doodle is an app for polling people on their availability and notifying all of the involved parties when a mutually convenient time has been selected by everyone doing so, saves a ton of emails back and forth and allows you to pick a time that is convenient...
for everyone in one easy layout. But what about for one on one meetings? Well, in 2015, when I started teaching this next tip, people were honestly pretty surprised. But over the last few years this has not only become more socially acceptable. It's become expected. The tip I'm talking about of course is using an automated booking system for your personal calls. There are a number of Softwares out there from acuity to callously to mix match and more. The basic idea is this, you set up rules for when you want to accept certain types of appointments. You connect the software to your calendar for read, write access and then you let people pick from the times that work for you and everything goes automatic. The person is able to see all of the options that work for you with no emails and no time wasted and they get a nice calendar invite and a friendly reminder about the meeting while you get it automatically added to your calendar Over the last few years. This one tip alone has probably saved me 10,000 emails and messages and probably a few 100 hours at its most basic level. This one simple tool will eliminate the need to ever answer the question. When are you free? Think of all the time spent checking your calendar and drafting replies that you'll save. Heck, think of all the decision fatigue and energy you'll save Plus if you have a relatively complicated schedule like I do, it's even more valuable setting up one of these systems allows you to standardize what your days and weeks look like and create predictability and efficiency while completely forgetting what you need to do because it's all automated. I for example have decided to set my acuity account to only accept podcast interviews on two days a week at very specific hours. Oftentimes this means that my guests book episodes back to back effectively batch ng the tasks for me this way instead of setting up the microphone, logging into sky, preparing my voice and all of that stuff every day, I only need to do it twice a week and I know exactly what to expect. In my days, I've set up complex security scheduling pages for everything from 15 minute meetings to dinners with friends, each following a specific set of rules that work for my schedule. Another great side effect of this is that I can send specific links to specific people based on how much time I want the meeting to take Ever had someone ask you for a quick call to ask a few questions only to watch that call become a 45 minute snooze fest. Well no more. When you have a clear scheduling system that dictates how long the call will be. People respect your time and understand that you have other calls booked after. There's, I really can't stress enough how important this one hack alone is unless it's my own mother or father, I schedule nearly everything from my acuity scheduling page and I recommend you do the same. If you feel like this is too impersonal or egotistical, I would challenge that by saying that you are saving not only your time, but the other person's as well. Plus if you feel uncomfortable just sending someone a link, I encourage you to include a thoughtful personal message alongside the link, Just like this one. If you wouldn't mind visiting blank and choosing a time that works for you, I'd really appreciate it. I know it's a bit impersonal, but because of the time zone differences and scheduling and all that stuff, it can be really tricky to find times that work without a million back and forth emails. Thanks so much While they may take some time to properly configure these services will more than repay that time by a factor of 10, at least in the pdf syllabus. I've provided a link to some of my favorite tools for doing this. Go ahead and check them out and see how you can free yourself from an endless stream of back and forth emails.