Tips for Optimizing Meeting Scheduling

Tips for Optimizing Meeting Scheduling

March 22, 2023

A meeting lasts 45 minutes on average, and the planning & scheduling process is around 20 minutes. 

Meetings are an important part of the business world. They allow teams to discuss important issues, make decisions, and collaborate on projects. However, scheduling meetings can be challenging, especially when working with people across different time zones, conflicting schedules, or multiple stakeholders.

According to this Meeting Statistics article by Pumble, the pandemic made a great impact in the amount of time that professionals spend in meetings reaching more than half of their 40-hour workweek. This means that the time spent planning & scheduling meetings is approximately 10 hours per week. Crazy, isn’t it?

Even though Letsmeet significantly reduces planning and scheduling time, here are some tips on optimizing this process to ensure that meetings are productive, efficient, and well-attended.

Determine the purpose and agenda of the meeting.

Before scheduling a meeting, it’s important to determine its purpose and agenda. This will help ensure that the meeting is necessary and that everyone knows what to expect. Having a clear agenda makes it easier to schedule the meeting for a time that works for everyone, as you can identify the most important stakeholders who need to attend.

Use a scheduling tool.

To optimize meeting scheduling, you need to use a scheduling tool. Many scheduling tools, such as Calendly, Doodle, or Google Calendar, are available online. These tools make it easy to schedule a meeting by allowing participants to select their preferred time slots from a list of available options. You can also set limits on how many participants can attend the meeting and what their roles are. Using a scheduling tool also reduces the number of back-and-forth emails, saving time and improving communication.

Consider time zones.

When scheduling meetings, it’s important to consider time zones. Finding a time that works for everyone can be challenging if you have participants in different parts of the world. Consider using a world clock to help you determine the best time to schedule the meeting, or consider rotating the meeting time so that everyone can attend at a reasonable hour.

Schedule meetings in advance.

To ensure that everyone has time to plan and prepare, it’s important to schedule meetings in advance. Give participants a few days’ notice, and ensure the agenda is clear. Scheduling in advance also makes it easier to coordinate schedules, especially if participants have other meetings or commitments.

Be flexible.

To optimize meeting scheduling, you need to be flexible. Be willing to reschedule or adjust the meeting time if necessary. If participants cannot attend the scheduled meeting, consider recording the meeting or holding it via video conference.

Keep meetings short and to the point.

Finally, keeping meetings short and to the point is important to optimize meeting scheduling. Make sure that the agenda is clear and that the meeting stays focused on the topic at hand. When meetings run long, it can cause scheduling conflicts and make it difficult for participants to stay engaged.

In conclusion, optimizing meeting scheduling is crucial to ensuring that meetings are productive and efficient. By using a scheduling tool, considering time zones, scheduling meetings in advance, being flexible, and keeping meetings short, you can ensure that meetings are well-attended, effective, and enjoyable for everyone involved.


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