How to Schedule Meetings Like a Pro | Rosamaria Carrillo | Skillshare
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12 Lessons (1h 2m)
    • 1. Welcome | Scheduling Meetings Efficiently

      2:22
    • 2. Scheduling Drains Your Mental Energy

      5:53
    • 3. Unclear Meeting Requests Slow You Down

      6:13
    • 4. No Process for Scheduling Meetings

      3:39
    • 5. It's a Time Zone Challenge

      4:25
    • 6. Strategy One: Develop a Weekly Project Review

      12:35
    • 7. Strategy Two: Reserve Time for Scheduling

      2:38
    • 8. Strategy Three: Create a Customized Scheduling System

      4:46
    • 9. How to Make a Good Meeting Request

      6:07
    • 10. Scheduling Tools | Doodle & Calendly

      6:39
    • 11. Scheduling: The Rundown

      5:24
    • 12. The Project

      1:34
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About This Class

In my opinion, scheduling meetings is hands down the most tedious and time-intensive task of the professional world. If you agree or spend tooooo much time processing emails and scheduling meetings, this course is for you. In this course, you will learn what challenges and barriers can slow you down and potentially hold you back. Next, you will learn about some strategies to tackle these obstacles. You will also learn about the scheduling tools that I use to be more efficient in my day-to-day tasks. 

This course is for anyone who schedules meetings, but is especially relevant for freelancers, solopreneurs, entrepreneurs, and anyone who does his or her own scheduling. The course's content is also ideal for any administrative professional looking to understand why this part of the job takes so long. 

Supplemental resource: How to Schedule Meetings with Doodle Tutorial

Meet Your Teacher

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Rosamaria Carrillo

Educator, activist, entrepreneur, & YouTuber

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Hi, friend! Welcome to my channel.

My name is Rosamaria. I graduated from the University of California - Berkeley with a Masters in Social Welfare with a focus on management and planning. I am here to share my passion for leadership development, marketing, productivity, and self-help strategies to both motivate and inspire you.

My channel focuses on the creation of courses that let me actively share everything I learn, read, and listen to every single day. I create courses that will help you advance in your career and achieve your personal goals. I've always been an avid consumer of content around career advice and professional growth, as well as anything related to business and nonprofit leadership and management.

Interested? Subscribe to my channel to receive no... See full profile

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Transcripts

1. Welcome | Scheduling Meetings Efficiently: Hello, everyone. My name is Earl. Somebody got her. Yo, welcome to how to schedule meetings efficiently in today's course, we're going to talk about the one of the most tedious task of the professional world, and that is scheduling meetings. The fact many that many people think that scheduling meetings is an easy task is very deceiving. Scheduling meetings is not easy. The act of scheduling a meeting is quite simple. It's everything that has to be done to actually be able to send a medium requests that takes the longest time as a program coordinator. Part of my job or a big part of my job, is to schedule meetings for other people. And on days that I start my day on email processing email, I can spend half my day, if not my whole day, scheduling meetings. And on those days, I wonder, why does it take so darn long to schedule meeting? In this course, we will explore the complexities of scheduling meetings, the things that slow you down, hold you back and make you less efficient in doing so. And then we're gonna explore some strategies on how to become more efficient scheduling meetings and we will look at a few tools that can help you in this process. So this courses for anybody who struggles with scheduling meetings efficiently and for those of you who feel unproductive, the winsome for those of you who schedule meetings for yourself as freelancers entrepreneurs for anybody who scheduled meetings for other people, Michael is toe give you some strategies that you can implement and increase your efficiency , but also to help you appreciate this task a bit more because scheduling meetings aren't is not an easy task, and it is not something that should be considered easy. So I hope you enroll in the course and I'll see you in the next video Welcome. 2. Scheduling Drains Your Mental Energy: Hello, everyone, Thank you for joining the course in the next few videos. We're going to talk about some of the challenges and some of the barriers that you will face when trying to schedule a meeting, and we'll reduce your efficiency. And in this particular video, we're gonna talk about how processing email and scheduling meetings requires a lot of mental energy and what that does to your efficiency. Many people assume that scheduling meetings is an easy task, but it really isn't one of the things that people don't recognize about scheduling meetings . That is just how much mental energy people can expend thinking about a media request when immediate request comes through. It's easy to send out a meeting confirmation when somebody says, Can you please send out a meeting confirmation for tomorrow at two? It's easy to do that right, but when a request comes in, it forces you to think and to make a lot of decisions. And if you haven't spent the day or UM the night before or that morning before making some decisions about your priorities, when you're processing email and an email is asking of your time, it forces you to think about your priorities for the day, for the week or for the month, and when you haven't got unclear or develop a plan for doing that, then he forces you to make decisions into decisions and off the cuff decisions in an effort to move a meeting forward or to get it off your to do list. And many people start their day on email because they want to feel productive because you want to cross something off your to do list because you want to feel like you've accomplished something this morning. And so the reason many people say, Don't start your days on email It's because it can become very draining, mentally draining. And it's that decision making process that drains you out. And so when you spend that morning on all those tiny, tedious decisions, right, you don't have your energy levels will go down and then re focus in on high impact abroad, thinking you know it, it impacts it in a way. So when you're processing email, you're looking you kind of having a monologue with your mind, right? You see a medium request and you're like, Is this important? Is it not important What does it look like? Should I schedule it today? Should I pass it on? Should I do I have the time. So I have availability to accommodate this today. Tomorrow? Are these people important? And all of those questions start running through your mind for every single email that comes through for every meeting request, right? And so that's a lot of decision making that you have to do up front or you know, that you have to do in the moment when you're scheduling a meeting. So I know that when I start e mails on email in any given day, I'd get sucked in white quickly, pretty fast. And I can spend a good 23 hours in dialogue with people across different time zones and trying to extract so much information so I can make a good decision about how to move forward. There are meetings that are super easy there quick Jenkins, mainly internal meetings that can be done that don't require that much energy. But if you work with global, uh, people right where you have global clients, you work across different time zones. You work with a range of stakeholders. It's not easy and so thinking that scheduling meetings is an easy task, it's deceiving because it requires a lot of mental energy. And so, you know, there are people like myself who work in the administrative professions feels to do a lot of this thinking four high level staff because it requires a lot of decision making. And if you haven't spent the time thinking through your day your priorities for the day for the week, its trains you out quickly. The decision making UM, needs of scheduling meetings is overwhelming. It's tedious and it's training. So that's one of the main things. Scheduling meetings is requires a lot of mental work, and you may not recognize just how much mental work you need. But your brain may say I can't deal with this. Let's not respond to it now. Let's ignore it for the next two days, and so you couldn't gladly walk away from some of those meetings. Um, because your mind is not set is not ready to deal with all the mental negotiations that you have to do with all of the reflections and without the thinking. One of the things that does slow people down is all this decision making. And so if you are not clear, it takes longer. It takes you time to make these arrangements with yourself. Surround your time. So scheduling meetings requires a lot of mental energy, and it forces you to make a lot of decisions. And if you're not prepared to make those decisions, scheduling meetings slows you down, is and you become less efficient. So now we're gonna move Teoh the next reason why scheduling meetings take so darling. 3. Unclear Meeting Requests Slow You Down: Hello, everyone. So in this video, we're going to talk about another thing that slows us down when it comes to scheduling meetings, Unclear media requests, Um, media requests with not enough information slows you down significantly. I can't tell you how many times I receive a media request and it doesn't have all the information that I need to decide how to move forward. There may not be a purpose or a goal of the meeting. There may not be clarity on how urgent it is. Who needs to participate, Why they need to participate. Is this meeting that needs to be in person on the phone? Does the person to travel to make this meeting happen? Um, there's so many questions that I need in depending on the request. Um, there's a lot of information that you need. Not all people know how to make really good meeting requests, and so that slows you down when you don't know what the purpose of the meeting is that you don't know what the meeting is back. Right when you don't know what the goal of the meeting, you don't know if it's worth your time. When people ask for a meeting, and they don't tell you who should be in the meeting, especially for group meeting requests that you don't know whose time to prioritize, who's who's the most important person. Um, if they work in different times ums, that limits your availability and their availability to make a meeting happened, right? Shortens your windows. And so there's a lot of information that you kind of need to process the meeting requests. And when that information is not in the email, then it takes longer because then you have to do follow up. There are times that I move forward with the request. Um, that's unclear or doesn't have enough information for a few reasons. 1 may be their internal meetings, and it's easy to follow up with people. Other times, I just don't want to deal with it and accept that at this moment I can't deal with the email tack that's gonna happen. So I'll move forward. And if anybody decides that they need more information, they'll come back to me and be like, What's this about? And then I'll do the follow up then. But I can't do that all the time. I only do that usually wouldn't its internal meetings or of really close partners who I know very well. And I accept the follow up. That's gonna happen if the purpose of the meeting, the goals of the meetings and it's unclear if I don't have that information. I accept that have to do the follow up later, when I'm in a better either mood. I have more time or whatever that instance is. But when I'm working with external people, partners and clients and you know all these other stakeholders, I can't do that. I can't go back and follow up, Um, a lot later. I have to, as best I can move forward with meeting with all the details information in it. So once you are able to recognize what kind of information you need, T zero is easier to follow up right. If you read an email and the person has not made it clear why they want the purpose of the meeting, the goal of the meeting, who needs to be involved? How time sensitive something is if it's in person on the phone on video, once you can get better at reading through this and through email requests, meeting requests you you'll know if they're providing enough information for you to make a good judgment. Call on how to move forward. One of the challenges of not having enough information right is tied to the video around mental energy. Um, meetings become very taxing on your mind because they require a lot of mental energy. And when you don't have all the information is you can't make it quick decisions. We can't make quick decisions than you're in a monologue with yourself again around like How do I move forward? Who do I prioritise? And then you start making assumptions while I assume that's this person used. Teoh be in the meeting, and I'm making these assumptions, and sometimes they're right assumptions. Maybe because you work with the person before, but other times I may be wrong assumptions, and then you have to start all over and there you spent and wasted some time, um, training your mind and, um, on your time making assumptions about something that wasn't true. So it's usually better to follow up. But like I said, sometimes I have to just move forward. And so, recognizing just how much information is required to move forward with a scheduling. A meeting. Quickly, Efficiently, um, will increase your productivity. Does this the more the better that you get in recognizing when an email does not have a lot of information for you to make decisions. Um, And to be able to integrate into your priorities, right. You need all this information to decide. Is this something that I need to take today? Is this something that I need to schedule this week? This month? How far out do I push it? Are these people important? Do I need to accommodate them? So I need to move other meetings to accommodate them. The clarity of a request and the information that comes through is come is really tied to just the the amount of energy it takes to process a request and why things become very draining and taxi because it makes you think and ask a lot of questions about the meetings . So we're gonna move forward on the next video where you talk about another challenge 4. No Process for Scheduling Meetings: Hi, everyone. So in this video, we're gonna talk about another barrier that slows us down. But it also takes us into the conversation about strategies and solutions on how to become more productive and more efficient with scheduling meetings. One of the main things that I recognize that slows people down is that people don't have infrastructure process for scheduling meetings. So a way of doing this like, how do you process your email and your meeting request? Very few of us have a process or infrastructure Set up Teoh process, eat meetings. A lot of the times people will hire a new administrative professional to take care of that job. But if you don't have the luxury, you don't work for a company that can give you hire somebody to do this. That kind of thinking, um, and Teoh deal with that whole part of, uh, the work. Then you have to do it yourself. And if you are a freelance or an entrepreneur or somebody who it works in, ah, a really tiny organization and doesn't get that luxury to have somebody to do this kind of thinking, um, then if you don't have a system to process email and these requests and kind of infrastructure. Then it's you're left with just doing it on a whim. When you are not clear about how you are going to process email and meeting requests, then you can end up giving up so much of your time and not have any time for what matters, right? And if you feel like you're overbooked, overworked, it's probably because you don't have a system for managing all of the competing priorities for your time. And if you're not clear about how you want a process email how you want a process, media requests. You're probably giving up a lot of your time to other people and toe to meet other people's priorities. So by processor systems, I just mean some clarity on one. How available are you on email? Are you going to be on email all day? Do Are you gonna be one of those people who responds to every email that comes through as soon as it comes through? Or are you somebody who sets time aside? And you're like, I'm only on email for two hours every day, just two hours, and then the rest of the days are dedicated to my important stuff or argue somebody that works at night. And you're like I respond to email at night because my whole days are reserved for meetings or for working on projects, and I can do email in the evenings. So just making some upfront decisions about how you want to deal with your email, how you want to deal with media requests and then having some infrastructure in place and by infrastructure trigger. It could be like a checklist on How do you, you know, what do you need from people when they request? How do you communicate with your teams or the people that you supervise about how they should requests meetings? Do you allow me people to place meetings on your calendar without then asking? So is it unopened calendar? Having some made some decisions around? All of that is important. And when you don't have that right, you don't know how to restrict yourself. If you're the one that scheduling meetings and then other people don't know how to manage your talent, how to prioritize your stuff, so being clear about that in the next video will go deep into the strategies and what exactly you should be prioritizing 5. It's a Time Zone Challenge : so one of the last things that will slow you down and just become trouble. Some is time zones. If you work across different time zones, that limits the availability that you can used to schedule meetings, right? So I work in Pacific Coast time. But I worked with people across all four US times, also Pacific Mountains and throw in Eastern time. And when I do that, it reduces the availability that I have to select meetings and schedule meetings. And so when that happens, it's really tough because maybe unimportant meeting that needs to happen can't happen because we're all in different time zone. So then it needs to be pushed to the next week or the following week. Or I have to move another meeting that had to get gotten scheduled and take that time. So then rescheduling a meeting to take another meat to put another meeting in place takes time. So just be aware of that. There really isn't much you can dio around time zones and people's availability that's limited by time Zone's. Other than asking if they can take meetings outside their work hours and usually it's, um, it's usually a less resort toe. Ask somebody to take a meeting outside their work hours. It's not the best solution, usually, so be mindful about the recognized when that happens and what your options are. Sometimes your option is to go back to the person or for you to make the accommodation, um, so giving people options about how to move forward when the challenges time zones is really important. I were Pacific. So when I'm working with East Coast, people only have a five hour gap that people come work with them right from nine in the morning to two in the afternoon. And so, if we ever need to schedule beyond two with East Coast time people, that's outside of work hours. The other thing is translating time zones. You always need to be mindful about whether or not you're going to translate a time zone. If you're gonna offer times in your time zone, you should acknowledge that you're there in your time zone. If you're gonna offer times in their times on whoever's the recipient, you need to make that clear. I can't tell you how much confusion that has caused when I make the assumption that people will know or when people make the assumption that I will know and I have to do follow a bar on time zones. Um and so I only work across 34 different time zones. You know U s time zones. Um, but if you worked even, like globally and you're working with people who live in China and India and Japan or whatever across the globe having some resource is around that that I'll share at the bottom , um is important and being mindful about time zones and being very clear. So when you do write an email, you should always say, You know, this meeting is confirmed for June 5th at 10 a.m. Pacific standard time or, you know, and you I usually always do my time zone and their time zone. The times that I'm either being lazy or I am not in a good mood and I don't want to translate attempt zone. That's when the confusion happens. So it's always good practice toe translate time zones. I usually do Pacific time, and then whatever time zone they're in. So it's clear this is what we're agreeing to When you do not do that, people make assumptions that either you sent it to them in their time zone or your you send it in your time zone. So if they assume that you send it in your time zone, they're going to translate into their time zone, and then it may not be accurate or if they assume that you sent it in their time zone. But really, it was your time zone. Then they're going to get all confused, and then there's gonna be follow up and any kind of follow up, remember, takes makes things take longer. 6. Strategy One: Develop a Weekly Project Review: So let's begin with strategies to make you more efficient at processing meetings. If you take anything from the course, take the strategy in this video. I feel like this is will greatly reduce how you prat inform how you process email or reduce just the amount of time you spend on e mail and scheduling meetings. Okay, so review. You're day and weekly and monthly calendar either on the weekend on that morning or in the evening. Okay, make some decisions up from before you're in the office about your priorities. Yes, I'm sure you have heard this and you have read this and you have seen this on your social media that you need to prioritize your day your week for your month before you get to the office. And it is so true. You need to make some decisions up front about your priorities, because scheduling meetings and responding to email is all about your priorities. If you are not clear about what's important to you and your work in your business, then you give your time away, right? If you want to thrive and be successful in what you do, you need to know what your priorities are. You are in service of something or someone or cause and being clear about your priorities and how every task takes you closer to whatever goal you're trying to meet. Like it's important if you want to reach you school and people who don't take the time to really think about what their days priorities there weeks priority there, months priority are you know? Then it's super easy to just give your time away to accommodate everybody else's priority. So it's important for you to decide. What do you want to get done this week, right? What can you get done this week? It given what you already committed to So the Weekly Review or the Days reviewer The night Review Whatever you want to Carly or whenever you want to schedule it in, your availability is so important because it makes you make all these decisions up from when your clear headed right, and it makes you plan ahead. What you want to get done. OK, and so this is so important for scheduling meetings because once you're clear about what your priorities are for your day or your week or your month, then you can decide how you accommodate other people's priorities, right? Another people's meetings request. Since all of this things that may not be important to you. So if you if you make some up front decisions by the time that you get toe work, you already know you already have a path, how you move forward and then you could make some very clear decisions on how you're going to deal with other people's meetings. So, for example, if today is Sunday and I sit down on my calendar and I see what my calendar looks like for the rest of the day, I know that I have already given up some of my time. I know that I'm gonna be traveling Tuesday through Thursday, so that's out of the question. Probably gonna be not very productive. I may work in the evenings, but it's probably to get deliverable stunts for that travel, right? So that really means that my Monday and Friday are the only days that I have available, knowing that that's my availability and knowing that I have, you know, two deliverables to deliver, maybe a grand proposal, Maybe it's a client work or whatever it is that I could make some decisions. I can say on that Sunday. I am not going to take any new meetings for this week. So any request that comes in, I am not going to schedule it. Right. So I already know that my email response to people who want to meet with me this particular week is gonna be like, I'm sorry. I'm traveling. I will get back to you next week. So simple. So now you don't have to go in on Monday. And when all these media requests coming in, you don't have to decide how to accommodate them. Because you already know. You already know what you're gonna do. You know that you're gonna direct them to the next week or maybe two weeks out. Right? Because you've already your reviewed your month. And you have said I'm not only in my traveling this week, but when I come back, I need to catch up. And I have a delivery herbal on that Wednesday. So you know what to respond. You know what to say to people when they ask for your meeting? You say I'm sorry. I will be traveling and I'm on deadline for the next two weeks. So I will follow up, you know, at the end of next week, or I'll follow up on Friday, Right? Once your clear, you can also just forward it on to the person who support you. If you have somebody who supports you and does this were you you can say schedule this until next week or in two weeks or after you know, Friday the 17th. So once your that clear than the the decision making or the mental energy that you need to process thes e mails, um, it's less right. It is so much easier to say. I can't meet today or I can't meet this week or it can't meet in the next two weeks than it is for you to sit there on Monday and say, Can I make this happen? Should I make this happen? Oh, what do I have to do this week? What's in my priorities? So being able tohave those upfront conversations, um, ideally, the during the weekend, so that you know how to start your Monday mornings and be productive Monday through Friday . The more that you can do that, the better. Because then it's so much easier to respond to people's requests of your time being clear about who you accommodate. It's also important, right? Maybe you won't be taking any meetings unless they're, you know, Ingrid clients are angry partners or in great whatever. Or maybe there's a really good opportunity. So when those kinds of requests come in and it's easier for you to say, Okay, this person is important and we've got to make it happen, even if it means taking a meeting while I'm traveling all right, or in the morning, right before I leave or whatever, so being clear on the meetings that you will accommodate and that which you won't accommodate. And so once you have those priority set, then it's easy to just make some quick decisions. And you're not stuck trying Teoh decide what to do during the workweek Clarity. Now you have a plan that, like weekly reviews or month reviews, weekly reviews about your months priorities just give you some clarity and cut down all the decision making that you force yourself to make. If you don't have that clarity, if you don't know what your priorities are, if you don't know what your availability is, and so when you do that? Um, weekly review, you also get to decide. Like Ok, now that I am, I know that I'm here Monday and Friday. How do I want to spend my date? Do I wanna work both days on projects that I need to do, Um, or am I going to use that time to, you know, prepare for my trip? Or am I gonna like How do you want to spend your times say, the following week you'll be in the office and you're gonna have some availability. But, you know, you're on deadline, and then you decide that on Tuesdays, Mondays and Tuesdays. They're gonna be your days for working on the project. That's due Wednesday. So any meetings that do come through can only get schedule on Thursday and Friday. Then you know that Thursdays and Fridays are open for meetings and that that's when you're going to do meetings. And then you can decide if you do your scheduling for yourself. You can decide OK on Thursdays and Fridays. I'm in accommodate five meetings and so that you can write them down and be like I'm going accommodate meetings at 10 at 12 at 12 right? So when somebody sends your meeting requests, they said, Can we make this week here like, Yeah, As a matter of fact, I know that I am available on Tuesdays, Thursdays and Fridays at 10. She was your tie. Once you have that kind of clarity so easy to response once you make the decisions on fronts one to identify what your availability is that you can give away freely once you've weighed him against your priorities or deadlines. Your projects. It's easier to make if you have an assistant then being clear with them. Him a home. Um, what times You want to take those meetings on Thursday and Friday? It's so much easier. They don't have to, like, come talk to you about your weeks priorities In all of these other things and questions, you'll be like, OK, on these days I mean accommodate three meetings each day. Once they're gone, they're gone. And if there's something urgent, come and talk to me. But aside from that non urgent requests, you fit them in into these six slots, and that's it. That's all I'm taking. So being very clear about that is very helpful, right? it's so much easier to say. Guess what? I am available on Thursdays at 10 12 and three. Which one works for you? If they don't work for you, Be like Okay, same times on Fridays. If nothing works for you, they don't. Those don't work for you would be like, OK, I have to get back to you later. That's the kind of prioritizing that is important, and that happens in the review process. So if you want to schedule it on the weekend, good. If you want to schedule it every morning, that's fine or the night before. It's important, but it's important to always to the long term review. Like you know, it's always separating the to do list review for your What you're gonna do is different than having a long the long view right of your week, your month so that you know exactly what your availability looks like in a month. If you don't if it's you're not used to thinking about thymus time slots, it's important to do so because we often end up making the mistakes that we have a lot of time because there's 12 hours. But RIA the truth is that we don't They're sleep. That takes time. There's the meetings that take times. There's travel. There's like exercise. There's all these other commitments. And once you cross off what your availability is very limited. Availability toe actually do work, product, work, knowledge, work. Um, and so if you give it all away that you're working on weekends and you're working in the evenings and you work until midnight and you're feeling overworked and overstretched, um, so tip number one. Schedule a weekly review. And when you do that, identify what your availability is. Write yourself in email describing what meetings? If you're going to take any meetings this week or in the next two weeks, if you are putting holds on the meetings that you will are going toe, offer up to people right and then giving kind of like a description of like what meetings you're going accommodate. You know some guidelines on that, and that email can be sent to yourself so that you remind yourself of what you committed yourself to do on Ben to anybody you support. And so being able to write it down on email and having an email, maybe adding it to your app. Um, an app No tap is helpful, so we're gonna move on to the next strategy 7. Strategy Two: Reserve Time for Scheduling: The second strategy is going pretty closely tied to the 1st 1 and it gets us closer to building a system to process email media requests. And that's scheduling in in allocating time to processing and meeting requests. Having specific time frames when you do this particularly protects your availability from others and from yourself now that you have your priority set right now that you know what your availability looks like. Well, now you've made commitments and decisions up front about what you want, how you want to spend your time. Then when you have, you know, set aside 12 hours, three hours, you can decide how you're going to use that time, right? You can set aside two hours during your work did process e mails and then another hour in the evening to process the remaining so you can give yourself three hours during the day to process emails. Once you know that that you can unison, you know, hold that time on your calendar so that it doesn't get both right, and it also shrinks just the amount of time that you spend on your actual email. But when you set time aside, you really putting restrictions on on the amount of time that you just spend on email and scheduling meetings. And now that you're clear on your priorities, then you know what your availability is for the week of the month. And then you know how to respond to people. When people ask you for your time. If somebody says, Oh, I would like to talk to you about a really good idea. You don't have time to be talking with people about really good ideas. Then your response could be You know what? I don't have time this month to accommodate this meeting, so why don't you send me an email about your idea and I will respond to the email. You know, when I have some time during this month and then after that, we can schedule follow up, made easy ring. It's easier to make that suggestion the notice to give your time or to just ignore the meeting requests, because making all these decisions up front gives you clarity on how to respond. Now, you know what what you're going to say to the people who are emailing you, and so you know you're not gonna need as much time on the email, as you did before. Because you know what? You consent. You can say I don't have time. I'm traveling. I I'm on deadline. I'm not available. I'm sorry. So now that you have all this language on around your availability have reducing the amount of time that you spend on email is easier. We're gonna move on to the next suggestion and strategy to building your system. 8. Strategy Three: Create a Customized Scheduling System: Step three is really creating us the infrastructure, riding out, having a protocol, a written out protocol for how you manage meetings and meeting requests. It's important Teoh get that information into documents writes important to write it out. It's important to be ableto document it for yourself in them for the people that you support him for your team, you need to be clear about how people request your time and use your time. The last part of the strategy is really to consolidate all of the reference information that you need. All the resource is is what I'm gonna call them, that you need to actually send the meeting confirmation. So, for example, that constitutes your director Direct line phone line, your cell phone, your conference numbers. If you use video links to do video phone calls and you use, um, zoom, you need a link in the phone number if he used Skype for business and you need the log in information. So consolidating all of the stuff reference stuff that you need to, um process immediate request is really useful. So being able to consolidate it and put it in a place where you could access it easily. So when you need to make confirmation or send out a confirmation for a meeting, you have it at hand. It will one reduced the amount of time that you have to go looking for that information or asking people for it. So, for example, I have a PC at work and on my PC. They have the PC's have, like, sticky notes. So in my sticky notes, I have my phone number, my supervisors phone number, the conferences, lines that we use. I have links to the video systems that we use. I have links to all of the accounts and the passwords and things like that that I need. So when I'm ready to send out a meeting confirmation, all I have to do is copy and paste the conference line or the video link or, um uh, need to if I need to ever share fax number like I have all of that written out, and all I have to do is copy and paste. And so I save it on my desktop on that sticking No tap, but I have to save it online, So I personally used to do ist as my task manager and in there I have a reference sections , and that's the kind of stuff that I put in my reference section. I have, Ah, a project called Conference Numbers and I list all the conference numbers that I use. Everything that I need to ever come from a meeting is in that reference section. And so it's makes things so much easier. And you don't have toe spend physical energy typing things up unless you like to, um, but it makes it a lot use, especially when you have, like, 10 requests, 15 request or you're trying to process a lot of them in one day. Having all that reference information in one location makes it easier and being able to say that virtually on like, you know, I used to do it, but you can do it. Don't ever know you can do it on, um, Google dogs. You can do it on whatever systems or APs that you use having it on your phone. It's so helpful, and then you don't not have to waste time asking for somebody to send you the conference line that you can use because you already have it. So if you're ever traveling and you need to come from a meeting. You can just log into your phone and copy and paste and put it in an email. There have been several times at people come to me and they asked me, like, Can I borrow a conference in that number? And even though I have shorted before, like people don't keep track of it, So then the next time that you needed, then I come to me. But it's I don't mind, because it's not very hard for me to, um, to retrieve it all. Usually I have the Web version of to do is open on my computer. So have the deuce to the reference section. Copy and paste and open an email and send it. And so that takes me, like, three seconds. And people are impressed that I can get information that fast. Eso having systems in place makes it so much easier. So I highly recommend it. If you implement this this simple part and the 1st 1 about priorities, um, you will reduce the amount of time that you spend scheduling meetings I would say implement it all. But if you have to choose this one and the first recommendation, so prioritize, prioritize, prioritize. So we're gonna move on to talk about the project 9. How to Make a Good Meeting Request: in this video, we're going to talk about some of the questions that are important to always keep in mind when somebody quest in a meeting of you. And I've mentioned some of them in some of the other videos. But I'll just run down through some of the, um, some of the questions, and they're also being the resource is. So it's begin. What is the purpose of the meeting and the coal basic question? Very few people provide a good answer for that. So, um, that's probably the question that will help you prioritize it or push it out for whenever you have some time. Who needs to join a meeting? That is super important because special and group meetings. Sometimes you can't move forward with anybody who everybody who's invited to a group meeting so knowing whose whose priority is super important? Um, because you may invite 10 people, but really only three people are other priorities, so you need to be clear on that. And then whoever's requesting the media needs to be clear about who, um, who are the important people that they want to talk to. If they're asking to meet with a lot of people in the organization. Of course, timing. If people provide, tell you how time sensitive a meeting is, the better somebody says we need to have an urgent meeting about something makes things easier because you know you need to accommodate it. Of course, they should share the purpose or the goal of the meeting before you schedule it. But sometimes there are times instead of things that need to be scheduled now. And it's good if they can tell you saying a sap doesn't really get to the time sensitive aspect of a meeting. So when you request a meeting, um, that's time sensitive, or or somebody asks a meeting. Don't include a sap. A sap is a soon as possible, but as soon as possible could be next Friday, when in reality you need it tomorrow. So be clear about them. How time sensitive is a meeting or ask? Sometimes people just don't ask, and then you offer times that are too far out and they actually needed to talk to you a lot earlier. Of course, how should this meeting happen? Is this an in person meeting, a phone call or a video conference? They're all good options, right? But sometimes it's better to get on video. If you work with people in other states and other locations and times, it's good to develop a a virtual relationship with people. Sometimes the phone is a lot better because you're traveling or whatever it ISS. So be mindful about what kind of meeting they want or that you want to accommodate. Where are people located? It is just a simple mating. What time zones are we working with? Um, And so that's important because it also will influence your, um, the question about who to prioritise that. So once the availability becomes released small than you know who, who are the people that need to be prioritized agendas? It's always good practice to develop an agenda for a meeting, but especially for a group meeting, you always wanna have an agenda. And being clear on who's gonna send out the agenda, especially if the request was internal, is also helpful. Um, it's usual that when somebody requests a meeting from you, they'll have some kind of an agenda. Um, but it's always good to clarify because sometimes you're just like a waiting around for an agenda and then it never comes or it guns. Last minute. So being clear about that resource is, sometimes people want to come and have a chat with you about something. Um, that's new or DSM project they want to share, but they can't really catch weapon a full in an hour, 30 minutes. So sometimes it's important that they send some Resource is so being able to ask, like, do you have any resource? Is that I could read, um, ahead of the meeting or if I'm expected to provide, um, feedback, please. You know, share those, uh, share those as soon as possible. That's always helpful. One of the things that are you really didn't discuss was, um, status. Um, if you work in a company, sometimes one of the delays that will be is that you yourself can't really make the request until somebody off a higher status does it. Um, and that usually happens to acknowledge both the status of the person and also out of respect, because you don't want a junior staff who can articulate why, what you want out of the meeting or why you're asking this person who's really busy for a meeting? Um, to do that to make that request. So sometimes you'll be asked to coordinate a medium. But you really can't move it forward until either a supervisor or somebody who is in a higher level can make the ask and then you follow up with, you know, dates and times and or their assistant. So being mindful about that is important. There have been times where I don't know if I'm the right person who needs to be making the ask, either because the person I'm going to be talking to is like a head of a foundation. And even though somebody made the assumption that I could, you always have to be mindful about that because they made of had the wrong assumption and then you go on, you do something that's not appreciated. So be mindful of all of those things, and I hope that you've got some usefulness out of this video. 10. Scheduling Tools | Doodle & Calendly: So in this video, we're going to talk about some tools that you can use to schedule meetings. I use the online scheduling tool called Doodle, and A allows you to, um, create like it's kind of like a survey with your times, and it allows people to select the times that they're available. So you usually created around your availability, and then you send it out to people. And then they say, You know, they respond to each availability there. Yes, no, Or maybe, um, and that's super helpful to use that tool when you're scheduling with groups, Um, eso. That's usually when I use it when I'm scheduling with more than five people Sometimes, um, I don't tend to use it when I'm scheduling with one or two people. It's a lot easier to just send availability. But when you do that, it's better to send a little a few slots just enough to give some very, you know, some options, but not too much that then it just becomes cumbersome for them to be like looking at the calendar 23 weeks out or, you know, telling you five different if you're gonna give that many options to a doodle, even if it's for two people. Um, it's super easy to use that you just create an account, and the best part of it is that you can enable time zones. So, like I said, time zones are always something that either couldn't hold you back or just become very confusing and end up, um, interfering with your efficiency. So doodle is always really helpful when you enabled the the time zone flexibilities. So what it does is that it reads the time zone off where people are in, um, assuming arreaza from their computer. Or, you know, there whatever system, it's either Google or their computer that they open or their I p o or whatever that is. Somehow doodle knows what time zone you're working, and so it's really helpful. Not everybody knows how to enable time zone. It says Enable time zone Super easy enabled it the first time you're going to create it because you cannot go back. So when if you needed to edit it and you can't go back and enable the times when you have to do it as you create it, um, I just recently got a doodle and time zones weren't enable and and I probably spent five minutes. Did you seen what time zone it was. For one, I had to Google the person's name, find out their organization, their East Coast time. So I was assuming all right, made the assumption that because their East Coast time, that's where the organization resides, that they created it, thinking about their time, right, their East Coast times. And then, after looking at the options and translating the time zones, I decided that it was not practical that they would translate into our time zones because then it would be the after hours thereafter, ourselves like, Okay, it's their time zone for sure that was still not enough for me. So the following day I e mailed the person who created the doodle, and I was like just to make sure this was creating an Easter time, and then I went back to make sure that I had responded to the Times in the proper time zone . So it meant that I was reading my Pacific time calendar, translating the time zone here, comparing it to my doodle. So yes, time zones take time and reduce your efficiency so doodle is really helpful. Just enable that functionality. Um, there's another happy that I'm exploring and starting to use. Um, and it's called Cal Unduly Talent Lee, and it basically helps you automate the process of scheduling meetings. You kind of like identify your availability and then you send out a link and people see what your availability and they sign up. But their you know their name, their email, and then you can add a question, Um, and then once they sign up for that time slot the tool, the app or whatever the tool is, it sends you both a confirmation email. And so it's really helpful for those of you who you don't tend to do one on one. If you're like a freelancer and you tend to do one on one meetings super helpful because it's only two people toe availabilities you put holds on your calendar. You know that you're getting give this time up, and then you send the singling to different people, and then they open it up and then they see what your availability they sign up for. Whatever it is, I am still in the process of trying to use it and understand how to make it work for teams because I work with teams and a lot of the times I have to schedule with one more than three people, more than five people. So I have, like, a big team and in that process of exploring how to make it a functional, um, how to do it with such a big team anyways, if you know how, leave a comment below. So those were the two tools that I use on, and they're very helpful. But there tons of tools out there that help you schedule. There's some more automated ones that are coming out, and they're helpful. I know that Google Google Calendar kind of has some pretty cool functionality that identifies your availability. And if somebody else has Google calendars, it identifies mutual availability and can make some really good suggestions. I don't work on Google that much, so I don't know too much about it because I work on Outlook. That's what the company that I work for, juices and so I usually use Google for personal emails, but not necessarily to schedule meetings. So I hope you explore those tools. If you have some really good tools around. Schedule your meetings, leave them in the comments below because I'm sure other people could benefit from knowing about them, and so can I. 11. Scheduling: The Rundown : so thank you for watching the course. Before we end, I'm going to do a summary of the content that we covered here. I'm sure that I left a few things out, so I just want to run through them all again. And, um, I hope that you've taken some strategies from here or learned a few things or just found a new appreciation for scheduling meetings. So we'll begin. Number one. Have a weekly review of your day, your week in your month. So important. Identify your priorities. Write them down. Um, e mail him to yourself. Number two, block off. Time to work on your projects and deliver a bles, right, uh, and decide, Of course. You know, once you know what, your priorities are blocked that time off on your calendar, especially if you want to work on them during the work week. If you don't work on projects during the work week because you're always in meetings and responding to email and you do that at night, that's totally fine. Just block some time off. Three. A block off, um, block off your open hours or out of note to what hours in your calendar are open for meetings that will help you remember what availability you're gonna be giving away on. And if somebody supports you like an assistant, they'll know where to schedule meetings. But if you do that first during this weekly review, then you can communicate that to yourself, of course. And then, to the people who support you, this is 1/2 three hours or have five hours this week to meet with people. Um, and then you could schedule meetings accordingly. Email that to yourself too, so that you have it and you don't forget, Um And then once those meeting hours are gone, they're gone, and then you start over the next week. Also, write yourself a new email or a memo around your guidelines for meetings, how people should request meetings, what kind of meetings that you take. You know who's import end, who should always be prioritized. Or at least most of the time. Um, being clear about all of these process around meetings and house of people should engage with you is important. And having that in a document in the memo to yourself get you clear abouts um, how to communicate with people. But then if somebody support you and having them have these guidelines and make their decision making process about scheduling meetings a lot easier because they know what you want and they know how to move forward. So being able to set some guidelines and have an internal memo, and you can have, you know, every buys a want for your staff and one for your assistant and went for yourself. So that and one for external people so that you're able to tailor it and to acknowledge certain things. You know you want to be available for your stuff, especially if you supervise people. But you also don't want to be completely available where people are just like coming in all the time. And so email that to yourself. Um, draft a template email for, like a response, email to people who request meetings that that don't ask that, don't have detailed information, or that are unclear or don't didn't provide the the information that you need to process having a response. Emails that you consent out is helpful and just, you know, put it on your computer. You can copy and paste and then edit and Taylor, as you see fit, but it helps. And it could be a simple is like, you know, thank you for, you know, being able to thank you for reaching out. Please. You know, respond to these questions. It helps me prioritized. Um, understand, You know how to respond to your requests? I'm on deadlines for Baba Block. Whatever you need to say so that it's tactful. It's that it's tactful and respectful of the people who are reaching out to you do it. But having that already written now for you to just copy and paste in Asia is super helpful . Consolidate your reference material. Like I said, a super important being ableto have all of your numbers together in one place makes some things much more efficient. Um, and having that information at hand at any time means that you can schedule meetings from anywhere, even if you can't send the media requests that you can always send the email with the information. Um, I have a hard times and scheduling meetings from my phone. It's not something that I like to do, but if I needed to come from a meeting, I could have my conference numbers and sent the mouths And then when I get home or to at work, I could send out the actual confirmation. So doing that is really helpful anyways, so I hope that you take some of these strategies and then you implement them, and then you come back and then you tell me about if they were successful, if it reduced your, um, increase your efficiency and made you a little bit more productive. Um, so we're gonna move on to the next video. 12. The Project : Hello, everyone. Thank you so much for taking the course. I'm so excited that, um that you are here at the end, and I hope that you found some really good tools and some good information before I leave. I just wanted to say that, you know, for the project, it's nothing pretty big. It's more about, um you sharing some tools that you use your strategies that you used to be more efficient with your scheduling medians in some new barriers that I did not discuss. Here, um, is the only project requirement here share the resource is at a link to a cool tool that you use or at a link. Teoh, you know more information about the subject matter. If I did not. Of course, I can't be comprehensive in these video, and these courses for all things will be really long. But if you find that there is a strategy that was, um, really helpful for you and increasing your productivity in this area police share, Uh, and if you, um I want to give any feedback, please do so I'm always looking to improve the courses that I create, and so some feedback would be very useful. So I hope that you have a good day. Productive day, week or month. So thank you for joining me. And I'll see you in the next course that I create.