Arranging meetings/web calls at work

[wesimmo]

Horses for courses really.

Internal meetings where the scheduling check works and it's a few people for a informal chat/catch up, I'll just bang a meeting in, trying to be considerate about lunch times and breaks between other meetings if I can.

If its external, always check by email.

A big meeting with decisions to be made or whatever, I'll make sure all parties are ready with whatever work needs to be completed and pre reading will be done before I schedule.

 

[HangTime]

If I don't have access to their calendar availability (external domain I don't have access to) then typically I would ask for their availability, or sometimes put an invite out but in parallel suggest alternate slots if they can't make the proposed slot.

There's some tools like Calendly that can help a bit with this, but you can't escape the fact there will always be a bit of faffing when it comes to arranging meetings with people across multiple organisations who can't see each other's calendars.

There’s usually no message with it either, just a title like “marketing call” so we have to guess what they want to discuss…

This is a separate problem, I would encourage use of POST or similar, unless it's an informal internal meeting to discuss something all participants are already familiar with.

I also think it is important to state up front any specific responsibilities attendees may have. For example, if you are inviting Joe and you want him to give an update on X, then let them know beforehand (this falls under the 'S' of POST). It's very frustrating to get put on the spot in a meeting with no prior warning "HangTime will be leading this breakout session" when you would have prepared something beforehand had you known you would be required to do something other than contribute to discussions.

 

[peterwalkley]

People who don't tell you what the meeting is about on the meeting request are the worst.

Yes, doesn't happen often but a response of "What is this meeting for and here's why I'm asking" generally educates them:

- I may not be the relevant person
- I may need to refresh my memory on a topic if its something I've not recently been involved with
- I may need to add someone else also relevant

A repeat offender would just get the malicious compliance question:

- What timesheet code should I use

 

[ivrytwr3]

When does the boss want the meeting, check availability of key personnel required - mutual agreement and then put it all together.

If some don't turn up, then can explain to the boss why

 

[Scougar]

Depends on context. If it was just "setup a meeting" then usually if internal it is just working around other people's schedules in outlook.

External or more formalized internal would require a little back and forth.

Most importantly, talking about an upcoming meeting FIRST to give context, before sending the invite will put you in better stead. The exception being large invite lists where often won't need a pre-emptive discussion (e.g. big group meetings for end of quarter etc).

 

[Scam]

Also, if you're dealing with a higher-up with an assistant do you generally let the assistant arrange the meeting for you? I find that works best.

 

[randomshenans]

If it's a complex scheduling task, I'll get our admin to do it. Ain't nobody got time for searching for availability of everyone.

Often I'll chat to people, then tell them to find a suitable time in my calendar and they do. Simples.

 

[Freefaller]

If you need to arrange a meeting or web conference call at work, do you email the relevant parties to agree the date and time and then send a calendar invite, or do you just fire off an invite, hope that everyone accepts and then rearrange if necessary?

We have a client who fires off meeting invites completely out of the blue without checking our availability first and I find it really odd. There’s usually no message with it either, just a title like “marketing call” so we have to guess what they want to discuss…

Is it me, or is this unusual?

We use a tool integrated into outlook called "find time" and it has access to everyone's diary, so you can book a time that you *know* everyone is able to attend.

However, using a PA or an admin assistant is the best bet, they have a way of making miracles happen.

 

[Irish_Tom]

Thanks all, more great replies.

We're only a small team (five of us, and there are usually at least three in the office at any given time although I'm 99% remote). We all have a shared Google calendar so we can check availability. There's not enough of us to warrant a "find time" plugin (although that does sound useful).

Sounds like it's the external meetings/calls that are harder to schedule for everyone but I'm glad my experience in the OP appears to be unusual. I must say, none of our other clients do it.

 

[dowie]

We have a client who fires off meeting invites completely out of the blue without checking our availability first and I find it really odd. There’s usually no message with it either, just a title like “marketing call” so we have to guess what they want to discuss…

Is it me, or is this unusual?

Not only unusual but whoever is responsible for managing that client isn't handling them very well. They probably ought to have a word with them individually, get some details of what they want to discuss figure out who actually needs to be involved in the meeting and then schedule a mutually acceptable time for it.

It's a waste of people's time if you're turning up for a meeting you're not able to prepare for and for which you might not even be needed.

 

[Irish_Tom]

Not only unusual but whoever is responsible for managing that client isn't handling them very well. They probably ought to have a word with them individually, get some details of what they want to discuss figure out who actually needs to be involved in the meeting and then schedule a mutually acceptable time for it.

It's a waste of people's time if you're turning up for a meeting you're not able to prepare for and for which you might not even be needed.

I’ll have a word with my boss.