[Chrissy Scivicque]

This question was asked by one of our focus group members:

Anyone have suggestions on how to schedule a meeting for 4 people with scheduling conflicts? Any tools that can help us? Any suggestions about how to approach meeting attendees?

[Ilona]

I've found it helpful to provide all attendees with multiple date and time options. First, find out what works for the highest-ranking, required attendee and usually the person calling the meeting, assuming it is not you. Then work around that schedule.

Send an email to all attendees listing proposed meeting options. For example:

"In an attempt to schedule a convenient time for our next sales meeting, the following blocks of time are proposed. Please respond with your availability for this 1-hour call.

*Monday, May 19th from 2 pm EDT to 3 pm EDT
*Tuesday, May 20th from 9 am EDT to 10 am EDT
*Wednesday, May 21 from 11 am EDT to 12 pm EDT

Ideally, the attendees will respond with at least one of these three time slots open!

[blabreche]

I second this approach - I've had to do this a couple of times recently. Having everything written down helps to avoid misunderstanding on the time slots.

[venting_bitch]

I third this!

I frequently have to schedule a meeting for 13 people - half of whom are under 18 and still in high school.

Documenting everything makes it easier, especially when dealing with teenagers (chronological or otherwise).

[galfriday]

I hate to be repetitive, but if it works it works. I "fourth" this approach. Every day I schedule a new meeting, and most all attendees have a full schedule. Listing three to four time options and asking the attendees to give their top two available times helps. Hopefully at least one time is common among the attendees. BUT, don't be surprised if there isn't. Go back to the calendar and look for some creative options if this happens. Ask your executive a couple of questions: 1. are there individuals that are more needed more than others? (Frank must be there, but if Bob isn't available we can update him later); 2. Think of some creative times -- suggest a breakfast, lunch, or even dinner meeting. 3. Is it okay if "so and so" can't attend the meeting in person, but can join my phone?

If three of your individuals can attend, but the fourth has a conflict (and the meeting is internal), you can always ask if it's possible that the fourth reschedule her meeting. You have to ask this very politely so you don't offend...perhaps the meeting is with her colleague. Express that the three other attendees are available at the time she has a conflict, and let her know you'd be happy to help if she can reschedule the meeting. You can reserve the conference room at the new time, reschedule the restaurant reservation, etc...anything to make it easy for her to be part of the meeting you're trying to schedule. I wouldn't do this scenario though if the meeting is with your executive and three clients/board members/etc... Only if it's with internal folks.

Hope this helps!
~Cheryl

[theGrayzz]

I also give at least 3 time/date choices PLUS conference calling and webcasting times from our company intranet. I work at the corporate offices that has offices in 6 countries.

[Patricia]

Originally Posted by Chrissy Scivicque

This question was asked by one of our focus group members:

Anyone have suggestions on how to schedule a meeting for 4 people with scheduling conflicts? Any tools that can help us? Any suggestions about how to approach meeting attendees?

I agree with all the suggestions everyone has given so far. Here is a neat Outlook tip my sister gave me that might help as well. This is particularly helpful if you are on the phone with someone and want to see all the dates at a glance:

"Here is a good tip if someone calls you wanting to check your boss's availability on multiple dates in the next month or so. Instead of going to each date one at a time you can view them all at once. Here's how:

1) Go to your calendar "Day" view.
2) Holding down the Ctrl key, and selecting from the small calendar (the one that shows the full month), click on the dates you want to look at i.e. January 5, 9, February 5, 7.
3) To go to the next month, continue to hold down the Ctrl key and click on the arrow that brings you to the next month.

You will now be able to see them all and know what your boss has scheduled on each of the days at a glance.

If you are checking consecutive dates all in one week...hold down the Shift key and click on the first date and while still holding down the Shift key, click on the last date. For example February 1 and February 4, you will then see February 1-4 at a glance."

I thought it was a handy tool for scheduling dates.

Patricia
Laughing All the Way to Work: A Survival Blog for Today's Administrative Assistant

[anirband]

How do you deal with a situation when after giving 3 dates, there is equal distribution of members across these 3 dates. Eg. if 15 people are to attend and groups of 5 have given different dates. Do you hold 3 different meetings?

anirban

[Marcella]

Funny i had the same problem this morning and it took us one hour to organize a one hour meeting, LOL.

[MariC]

Here is a VERY helpful website "http://www.doodle.ch/main.html" I use to schd mtgs outside our organization (where I don't have access to others' busy/free time. You can add all sorts of details, and I found that most people are more accommodating if they are the "problem" in schd'g, or if there is something that can be moved. There are timezone & language options, and choice-type options. Take a look, experiment with all the options (I did with a few admins in the office). Best of all, it's free.

You definitely have to go by the schedules of the mandatory attendees, if any delegates can sub in, and I agree, creativity in time (i.e., lunch, breakfast mtgs) and type (webcast, conf calls, etc.) is a must.

Hope this helps...
p.s., I LOVED the Outlook trick; too bad we don't use Outlook here!