How to Minimize Time Spent on Scheduling Meetings

By Jacob Lindqvist

Aug 27 — 2024

If there’s one thing that can eat away at your productive hours faster than you can say “meeting request,” it’s the act of scheduling those meetings in the first place. Managing a cluttered calendar can feel like trying to solve a Rubik’s cube blindfolded. However, mastering your calendar isn’t some mythical feat. With the right strategies and tools, you can look forward to having more time to do meaningful work and less time playing calendar Tetris.

Modern work culture often glorifies “busyness” to the extent that our calendars resemble a chaotic Tetris game, with every block representing a meeting, an appointment, or a deadline. A study by Harvard Business Review found that the average professional spends around 23 hours a week in meetings, up from less than 10 hours in the 1960s. With so much time spent in meetings, the act of just scheduling these interactions can become another full-time job. Common issues include back-and-forth emails, double bookings, time zone confusion, lack of buffer time, and disrupted focus time.

Automate and Conquer: Tools to Save Your Sanity

Imagine having a personal assistant who can take care of all your scheduling woes, minus the hefty paycheck. Automation tools can be that assistant. They not only manage your calendar but also help you streamline the scheduling process from end to end. Tools like Calendly, Doodle, and YouCanBookMe have revolutionized the art of setting meetings. They allow you to share your availability with others, who can then pick a time slot that works for them. This eliminates the back-and-forth emails and helps streamline the process considerably. For those who want to take automation to the next level, AI-based tools like Clara and Motion can handle scheduling tasks with minimal human intervention.

Set Boundaries and Reclaim Your Time: Tips for Better Scheduling

Setting boundaries isn’t just about saying “no” to unnecessary meetings; it’s about establishing parameters around when and how meetings should be scheduled. Designate specific blocks of time in your calendar solely for meetings. This creates a predictable rhythm and helps you maintain better control over your schedule. Implement buffer times between meetings to give yourself breathing space. Even a 10-minute buffer can make a huge difference. Always have an agenda for each meeting. This not only keeps the meeting on track but also ensures that only necessary meetings are scheduled. Encourage asynchronous communication for updates that don’t require a face-to-face meeting. Use tools like Slack, Microsoft Teams, or project management software like Trello and Asana to share updates and collaborate without needing to sync up in real-time.

Mastering your calendar might seem daunting, but with the right strategies and tools, it’s entirely achievable. By automating the scheduling process, setting clear boundaries, and using technology to your advantage, you can reclaim your time and focus on what truly matters. After all, your calendar should be a tool that works for you, not against you. So, take these tips to heart and start enjoying the newfound freedom of a well-managed schedule.

Ready to transform your schedule and reclaim your time? Let’s get started together! Visit Send it to Liam and discover how we can help you master your calendar and boost your productivity.

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