No More Time Conflicts: A Guide to Meeting Scheduling

Scheduling meetings can be like playing Tetris and trying to fit busy schedules together. It has only become more challenging as remote work has become more prevalent and global teams have formed. Due to this, sending and receiving endless emails and proposals can be a time-consuming and frustrating endeavor.

However, with the right tools, strategies, and best practices, it is possible to simplify the meeting process and ensure that meetings are productive, timely, and inclusive. So, to help you find a meeting time that suits everyone’s schedule, we’ll explore some practical strategies and tools.

1. Be aware of everyone’s availability and preferences.

First, the participants’ availability and preferences must be understood to find a suitable meeting time. Before considering an invite, gather basic information about people’s availability, working hours, and any preferences for meeting times.

Here are a few tips to get you started:

• Become familiar with everyone’s time zones. When working with a distributed team, keep track of everyone’s time zone. After all, you don’t want to schedule a meeting when it’s inconvenient for others. With Calendar, teams can connect and collaborate across time zones.
• Determine work hours. The 9-to-5 schedule does not apply to everyone. Some people can start their day early, while others may work unconventional hours. By understanding each person’s working hours, you can avoid scheduling meetings at the wrong time.
• Take into account cultural and regional differences. Holidays, religious observances, and local practices that might affect availability should be considered.

With this foundational knowledge, you can identify potential timeslots that respect everyone’s schedule.

2. Simplify coordination with scheduling tools.

Back-and-forth emails can significantly reduce efficiency when coordinating meetings. Several platforms streamline the scheduling process by allowing participants to share their availability easily.

There are several scheduling tools available, including:

• Calendar. Our Find A Time tool allows you to view your team members’ availability at any time. Using this tool, you can see when your team members are available and busy but not their events. As a team member, you can see your team’s availability so you can book meetings without sending emails back and forth.
• Google Calendar’s “Find a Time” Feature. Using Google Calendar, you can access the “Find a Time” feature, which shows everyone’s calendars side-by-side to see overlapping times.
• Microsoft Outlook Scheduling Assistant. If you’re using Outlook with Microsoft 365 or Exchange, the Scheduling Assistant tab lets you view participants’ calendars and suggest suitable times.
• Doodle. With Doodle, you can create a poll with potential meeting times. Organizers can quickly see which time slots work for most or all participants when participants mark their availability.

Through these tools, not only can you find the best time, but everyone’s availability will be respected without a flurry of emails.

3. Offer a variety of options.

Rather than suggesting one meeting time, offer several options. By offering multiple time slots, you increase the chance that most, if not all, of your participants will be able to attend. When your team spans multiple time zones, it’s a good idea to offer morning, afternoon, and midday options.

Here are some things to keep in mind when sending out meeting proposals:

• Limit the number of options to three to five. It can be overwhelming to have too many options.
• Avoid suggesting times that may interfere with lunchtime or other breaks.
• If you are sending your options to large groups or stakeholders with busy schedules, do so well in advance.

Ultimately, participants are more likely to engage in a meeting if they feel they have a choice in the time available.

4. Give priority to core attendees.

It is nearly impossible to find a time that works for all participants simultaneously. When this is the case, you should prioritize ensuring the core attendees are available, which is essential to the meeting’s success.

Here’s what you need to do:

• Identify the key participants. Make a list of those who must attend the meeting. When kicking off a project, for example, have the project manager and key stakeholders present.
• Get feedback from key attendees first. Ask each individual to confirm their availability, then send a poll or proposal based on their responses.

Although it is ideal to have everyone in the meeting, prioritizing core participants can help avoid postponing or disrupting the most vital parts.

5. Avoid meeting fatigue.

Back-to-back meetings can cause burnout and reduced productivity. If you are trying to find a suitable meeting time, consider each participant’s schedule. After all, attendees may be less engaged if your meeting is crammed into a full day.

If you want to avoid meeting fatigue, here are some tips:

• Spread out your meetings. Avoid scheduling meetings right after each other if possible.
• Keep time boundaries in mind. When scheduling meetings with participants in different time zones, avoid scheduling them outside of typical work hours.
• Don’t forget to add buffer time. To give participants time to wrap up discussions or take a quick break between meetings, leave a 15-minute buffer between meetings.

With these factors in mind, you can create a more balanced and healthier meeting schedule for everyone involved.

6. Use asynchronous meetings as an alternative.

No rule says every meeting must be synchronous. Asynchronous meetings may be the best option when teams are spread across multiple time zones or topics don’t require real-time discussion. Asynchronous communication enables participants to work at their own pace without needing to be present at the same time.

Here are some tools and strategies for asynchronous meetings:

• Updates via Loom or recorded video. Using tools like Loom, you can record video updates that participants can watch and respond to whenever it’s convenient.
• Documents shared by others. Collaborative tools such as Google Docs or Microsoft Teams allow participants to add comments and updates whenever they want.
• Create dedicated Microsoft Teams or Slack channels for ongoing discussions. People can respond as they are available.

By scheduling asynchronous meetings, everyone can contribute meaningfully without having to juggle conflicting time slots.

7. Rotate meeting schedules for recurring meetings.

A rotating meeting schedule may be a fair solution for recurring meetings and a global team. This strategy ensures that groups and individuals are not always inconvenienced by the same meeting times.

For example, you can schedule your weekly team meeting one week at a time that is convenient for one region and another time the next week. This will ensure that everyone’s time is valued and inconvenience is distributed equally.

8. Confirm attendance clearly and communicate clearly.

As soon as you’ve found a time that works for you, communicate it clearly and confirm attendance. This means inviting everyone to the meeting by sending them a calendar invite with all the necessary information, including:

• Time and date. You should specify time zones.
• Meeting agenda. Ensure participants are aware of the agenda in advance to prepare for it.
• Location or link. To avoid confusion, include meeting links or locations.

You can confirm the meeting time using a scheduling tool like Doodle or Calendar after the meeting time has been set.

9. Remain flexible and willing to reschedule if necessary.

Last but not least, flexibility is key. Even when a selected time works well for most participants, unexpected events may occur. As such, have a backup plan in place if rescheduling is necessary.

Alternatively, consider postponing or holding a smaller meeting with those available and sharing a summary later if core attendees cannot attend.

Conclusion: Balance Efficiency and Consideration

Scheduling a meeting time that works for everyone doesn’t have to be stressful. With the right tools, consideration of time zones, and prioritization of participants’ availability, you can plan productive, inclusive, and respectful meetings. By planning ahead, you will have smoother meetings, better collaboration, and happier team members.

FAQs

How can I efficiently find a meeting time that works for multiple people with busy schedules?

• Online scheduling tools. You can use platforms like Calendar, Doodle, or Google Calendar’s “Find a Time” feature to allow participants to suggest their availability.
• Time zone considerations. Use a time zone converter for meetings with participants in different time zones.
• Flexibility and compromise. Allow participants to adjust their schedule to accommodate you, and encourage them to do the same.

What factors should I consider when proposing a meeting time?

• Check the participants’ calendars or contact them directly to find out when they are available.
• Meeting duration. Allocate enough time for the agenda.
• Time of day. Take into account the participants’ work hours and energy levels.
• Meeting purpose. When discussing important or complex topics, avoid scheduling meetings on Friday or late in the day whenever possible.

How can I handle conflicts or last-minute changes in availability?

• Be flexible. If a participant is unable to attend the original time, you can work together to find an alternative time.
• Reschedule promptly. All participants should be notified if there are any changes as soon as possible.
• Use technology. It can be easier to reschedule meetings with tools like online meeting platforms.
• Consider alternative options. When coordinating in-person meetings is challenging, consider video conferencing or asynchronous communication

What are some tips for conducting effective meetings?

• Set a clear agenda. Determine which topics will be discussed and how much time will be allotted for each.
• Start and end on time. Be respectful of everyone’s time.
• Encourage participation. Encourage everyone to contribute by creating a welcoming environment.
• Follow up. To reinforce key points, send a meeting summary or action items.

When is it appropriate to decline a meeting request?

• Your responsibilities do not relate to the topic.
• If you are not able to make a meaningful contribution.
• There is a conflict between the proposed time and other obligations.

Image Credit: Vitaly Gariev; Pexels