[dorischan]

I have just find a new job as secretary. I want to write a e-mail to coordinate a meeting with different department managers. Could you please help?

[GeeBee]

Hi dorischan - On OfficeArrow there was a previous question asked that had many replies that will help you with your question. Search "Help - Need to Schedule a Meeting and Everyone Has a Conflict!" and follow the reply thread.

[LisaOlsen]

If you share calendars in Outlook you can go view all the calendars and see what dates and times are available for them. Choose three and then use the "voting buttons" feature in Tools. In the voting buttons feature, change the options to the three dates and times. Then write a short email about the meeting topic and ask them to "vote" by selecting the date and time they want to meet. When they receive the email, they will see the voting button at the top of their email and can check the date and time they want. Once you hear back from the managers you can then select the date and time that was voted on by the majority and then send out an Outlook Meeting Request that will automatically get put on their calenders once they accept it. Know ahead of time if your boss is OK with scheduling the meeting if the majority can attend. My boss had a general rule that if one person could not attend, schedule it anyway. Unless everyone has to attend, find the date that works best for the majority, and then make sure the excused manager receives the minutes and any documentation and action items.

This easy first step using the voting buttons saves you having to resend meeting requests because one or more people "decline" due to conflicts. That can get confusing and frustrating for managers who keep getting meeting requests for the same meeting. It worked wonders for me when I had to schedule meetings with 5 or more people.

Hope that helps a bit.

[Lauren Elder]

Originally Posted by GeeBee

Hi dorischan - On OfficeArrow there was a previous question asked that had many replies that will help you with your question. Search "Help - Need to Schedule a Meeting and Everyone Has a Conflict!" and follow the reply thread.

Here is the discussion thread GeeBee was referring to:
Help! Need to Schedule a Meeting and Everyone has a Conflict!