In the modern work environment, it can be difficult to keep track of projects, deadlines, team meetings, client meetings, and networking events. Add to that the responsibilities of your personal life, and it can feel nearly impossible to keep everything straight! There are a number of ways to record your daily, weekly, and monthly schedule. Some people benefit from having a visual representation of their days, such as a color coded calendar. Others might prefer a digital project planner. Whatever works best for you, combining your schedules by outsourcing to smart technology can make your life easier!
The importance of scheduling
Why is it important to keep your schedule organzied, and stay on top of all the meetings in your busy work week? We all know how embarrassing it is to slide into a meeting 5 minutes late, or how frustrating it is to sit through a meeting that doesn’t achieve its goals because key players couldn’t attend. Plus, you’ve likely spent time on frustratingly long email chains attempting to find a time when your whole team can meet. Effective scheduling means that your activities are planned in a way that allows you to achieve your goals, focus on your priorities, bring together the people that need to collaborate, and give you back more time to succeed! When done effectively, keeping track of meetings and scheduling can help you:
- Meet with all key players involved in projects or deals
- Create realistic goals for what you can achieve
- Increase collaboration
- Never miss a meeting
- No more accidental double booking
- Ensure you have time for essential tasks
- Save time for breaks
- Make sure you don’t take on more than you can handle
- Balance meetings and collaborative time with focused work hours
- Save time for your personal life
4 ways to keep track of your meetings
Pen and paper
Sometimes having a physical representation of what your day looks like can be helpful! For some, color coordinating a schedule on a paper calendar, or drafting a to do list for the day, that includes meetings and deadlines, can be a useful tool for staying on top of everything. If this is your favorite way to keep track of things, you might want to invest in a great planner that combines a calendar with a note taking section. Or, perhaps a giant desk or wall calendar and colored pens helps you visualize your meeting schedule. While manually coordinating your schedule can be attractive for some, it’s undeniable that it’s a lot of work, and doesn’t easily lend itself to last minute reschedules or changes in priorities.
Email integrated calendar apps
This is a solution many modern businesses rely on. Your email platform likely has an associated calendar platform. Gmail offers Google Calendar and iCal, Outlook and Office 365 offer Outlook Calenar, Yahoo Mail has it’s own calendar, and the list goes on! Since your internal team are likely all on the same email software this can be an easy solution for inter-office planning. When you schedule a meeting on your calendar, attendees will receive an automatic invitation. Similarly, you can make updates to the meeting and those changes will sync across your calendar. In order to keep everything in one place you may need to sync your personal and professional calendars. The issue with this scheduling method can arise if your clients use a different calendar application that doesn’t easily sync. Additionally, if you need to plan a meeting for many people with busy schedules, it can be a challenge to find an open time that works for everyone involved.
Project management tools
Project management tools such as Asana, Basecamp, Trello and Zoho Projects typcically include both task lists as well as a calendar. These tools aren’t necessarily designed to plan your meetings, however they can be very helpful to make sure that your meetings align with project deadlines! Project management tools can also assist managers in visualizing how much of their team’s time is already blocked out for essential tasks. This helps ensure that their team isn’t too bogged down with meetings, and still have enough time free to complete the rest of their work. Finding a project management tool that syncs with your most used calendar might be the idea situation, so that you don’t have to hunt down details.
Automated meeting scheduling
As technology advances, adopting new automations can save a ton of time! Whatever your favorite way to keep track of meetings, you can benefit from adding an automated meeting scheduler to your proccess. Apps do the scheduling so you don’t have to, and can even automate reminders for us so you never miss an important meeting. There are a number of different popular options for these applications that offer different benefits. Many of the popular scheduling options require users to input their availability into the app.
Skedgit’s smart technology means all you have to do is sync the application with your calendar, then pick a date and attendees. With the press of a button Skedgit compares all attendees schedules and picks the time that works for everyone (or suggests another date if there’s no time available). By syncing with your calendar, Skedgit allows you to only update your availability in one place — no need to copy meetings over from one place to another.
Curious how Skedgit can keep track of your meetings, and simplify scheduling? Let us demonstrate how powerful our intelligent technology is! Try our services free for your next 15 meetings.