"No, sorry, I can't make it at that time."
How many times have you heard that phrase, or something similar?
It happens more often than you'd think. Case in point: my friends and I attempted to make plans to meet up for dinner. The leader of the group suggested a location, date, and time. The remaining four of us checked our individual calendars and reported back in our group chat.
那天有一个人很忙 - 所以回到了绘图板上，并建议了新的时光。
这导致了一条漫长而令人困惑的消息线程，这些消息跨越了多个小时，因为建议和拒绝了会议时间。最终，我们定居一个日期和时间，但是找到最佳见面时间的过程效率低下和沮丧。
I'm sure you've had similar experiences, either outside of work or when scheduling meetings with managers, colleagues, or prospects. Finding times to meet can be particularly challenging, especially if the people you're booking time with have back-to-back meetings blocking off the majority of the day. Or, their schedules could be completely booked far in advance.
This is where meeting tools can help simplify the process of finding the best times to meet.
Tips for Finding a Meeting Time That Works for Everyone
It can be a challenge to schedule meetings at times that work for everyone. Here are a fewtips to keep in mindwhen scheduling meetings and sending meeting invitations:
1.提供会议细节。
Have you ever been to a meeting and the first couple of minutes were spent figuring out who organized the meeting, what the purpose of the meeting was, and whether there was an agenda to follow? A simple objective statement in the meeting invitation can clear up all of that confusion. Here’s an example I use to give everyone some insight into what we’ll be discussing and what the end goal of the meeting will be.Objective: During this meeting, we’ll discuss the content calendar assignments for Q1 and decide whether we will write about sales or marketing topics first.
这句话的开头会议发票itation makes it clear why we’re having the meeting and what needs to be decided on before the meeting ends.
2。Prepare an agenda.
如果您在会议中有一个以上的人，那么准备准备议程会很有帮助。我们都知道切线发生，有时是有充分理由的。但是，尊重每个人的日子要保持话题，因此会议准时结束。议程可以帮助我们做到这一点。如果讨论出现问题，我们可以将每个人的注意力都引起议程上的项目。
3.传达价值。
除了客观的会议and an agenda, you’ll need to answer the question: What will participants gain from the meeting? Perhaps the meeting’s purpose is to reveal a new process, decide on a strategy, or even something fun like a meet and greet for new team members. No matter the case, everyone should know what’s in it for them and how they’ll be affected by the information presented at the meeting.4。Determine the meeting type.
Will the meeting be a conference call, a video chat, or in-person? Having this information determined before the invites hit inboxes will save everyone a lot of time and help the meeting run smoothly. Be sure to include a link to the video or audio conference beforehand so everyone can join on time. If you’re having an in-person meeting, be sure the conference room is booked and communicated to the group in advance.5。Consider all time zones.
对于国家或全球团队，您需要牢记所有会议参与者工作的不同时间区域。您可以使用Google日历轻松地看到这一点。Slack还可以让您看到当前另一个团队成员所在的时间。6. Schedule the meeting in advance.
在会议需要举行之前，避免与人们预订会议。为了在小组中度过富有成效的时间，每个人都需要有机会充分的准备。无论是被邀请的人必须报告，还是在听和提出问题，您都希望尽快分享议程，以便每个人在在一起期间都了解他们的期望。7. Block off “no meeting” time on your calendar.
如果您是被邀请参加大量会议的人，则会发现阻止无法安排会议的日历的时间很有帮助。也许这是您最有生产力或计划个人活动的时候。无论出于何种原因，您都会放心，知道预先计划的活动和任务不会被会议打断。8. Don’t schedule a meeting when an email will do.
How many times have you heard that a meeting could’ve been an email? While this might seem like tongue-in-cheek advice, there’s some merit to the idea. If you can, send an email update instead of bringing an entire group together for an hour. If you need to demonstrate ideas visually, consider recording a video and sending it along with your email summary. Tools likeLoommake this easy and fast so you and your colleagues can get back to your day.
Luckily, there are meeting scheduling tools to simplify the process of finding the perfect meeting time.
Top 5 Meeting Scheduling Tools
- HubSpot Meetings Tool
- Doodle
- NeedToMeet
- 调查猴子
- Calendly
1。HubSpot Meetings Tool
Price: Free
这HubSpot Meetings Toolallows you to connect your Google Calendar or Office 365 calendar which automatically syncs your availability. Then you'll create a meeting link, send it to your meeting invitees, and they can choose a meeting time that works best for them. Plus, sales teams can add their group availability or use the round-robin feature to book meetings with prospects. The meetings tool integrates directly with the免费CRMto manage contact details and see who has booked a meeting with you.
2。Doodle
价格：1用户（私人）$ 4.08/月，1用户（小型企业）$ 5.75/月，5个用户（企业）$ 2.98/月/用户
Doodle是一种专门旨在寻找会议时间的投票工具。会议的主持人建议会议的可能时间，并将民意调查发送给会议参与者。从那里，他们将输入其可用性，会议主持人根据响应选择了最佳的会议日期和时间。
3。NeedToMeet
价格：免费（标准），$ 12/年/用户（高级），$ 19/年/用户（高级）
Find a time to meet by entering your meeting details, suggesting meeting dates and times based on your availability, and inviting meeting attendees. The invitees have the ability to choose from the suggested meeting dates and times and choose the one that works best for them.
4。调查猴子
Price: $28/user/month (Team Advantage), $89/user/month (Team Premier), Contact for details (Enterprise)
借助SurveyMonkey，您可以选择会议日期和时间，创建民意调查，然后将链接发送到民意调查以通过电子邮件会议。该民意调查也可以嵌入网站或Facebook页面，以吸引更多人。如果他们在一定时间范围内没有对民意调查做出回应，SurveyMonKey将发送提醒电子邮件。
5。Calendly
价格：免费（基本），$ 8/用户/月（溢价），$ 12/用户/月（PRO）
Calendly is a meeting scheduling tool that connects to your calendar. It even lets you set your availability and send a meeting link to contacts. Meeting invitees can book a meeting at a time that's convenient for them and that time is automatically scheduled on your calendar.
Find a Meeting Time Google Calendar
Want to meet with one person or multiple people? You can find a time that works for everyone using Google Calendar.
1。Navigate to Google Calendar.
首先登录您的Google Calendaraccount.
2。Create a new event or edit an existing event.
要创建新事件，请单击“创建”，然后将出现弹出窗口。然后单击“更多选项”按钮以添加您的会议详细信息。
To edit an existing event, click on the event you want to update, and select the pencil icon to edit it.
3。Add guests to the invite.
Add guests by searching for their email address in the "Add guests" search box.
4。Click the "Find a Time" tab.
Click the "Find a Time" tab to determine times that work best for you and your meeting guests. You can switch between a "Day" and a "Week" grid view to see which dates and times your meeting participants are available to meet.
5。Select a time.
单击日历网格视图中的区域以选择一个时间。按“保存”按钮，将更新日期和时间。
Schedule Meetings Hassle-Free
在适当的时间安排会议可能是一场斗争。但是，这些技巧和工具将使找到适合所有人的会议时间变得更加容易。请记住要注意每个人的时间，为会议提供客观和议程，如有疑问，请不要安排可能是电子邮件的会议。您的日历和选民将感谢您。
Editor's note: This post was originally published in April 2020 and has been updated for comprehensiveness.
Originally published Mar 16, 2021 1:30:00 PM, updated June 11 2021
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