It’s never easy gathering a group of people to be together at a single time whether it’s a party, reunion, or a simple conference call. Every life and business comes with busy times, slow times, and other interruptions that can delay important meetings and get-togethers. However, with proper communication and notice, scheduling a call or meeting can be very simple.
Make a List of Attendees
Try to write down or make note of everyone you would like in attendance. This will definitely help organize a specific time and what sort of information to expect from each person. Having this information handy for when you actually schedule the call will lessen the chance of your forgetting to invite someone important!
Consider a Date & Time
Be mindful of everyone’s schedule. Be wary of time zone changes, early mornings, and lunch hours. Send a quick email or text informing your list of attendees of the date and time you have in mind – an early warning will give your partners a chance to reschedule other duties or schedule their activities around that time.
Send a Meeting Request
Use your Google Calendar or another meeting scheduler to send a meeting request to every participant when you’ve cleared a specific time. Be sure to include the call-in number and password in the request – these are two very important things you can’t forget about. Having the meeting requests be completely organized will benefit every participant at the time of the meeting. Some, if not most, meeting requests will even allow you to put in an accurate description of the call’s agenda so that your participants can prepare their information and you can stay on task.
Send a Reminder
Send a reminder a few hours early to your partners. This way, they will know to start getting ready for the call. Or, if something unexpected comes up, they can cancel their attendance and you can mark them off your list instead of waiting for them to jump on the line.
Meet like a Pro!
By the time your meeting time arrives, you can rest easy knowing the call has been properly scheduled in a timely manner and includes all necessary information. With your agenda properly shared and requests activated, your meeting should go smoothly if you stay on task and keep an eye on the time.