Sometimes it can seem that all of the stuff around meeting management takes up more time than the meetings themselves. Figuring out how to schedule them, when to schedule them, how to communicate to your team, remembering them, getting notified before they start: there’s a whole quagmire of problems to wade through before the first word is said!
Here are some cool tips, tricks and features of popular programs and services to streamline those problems and let you focus on having effective meetings — instead of spending all of your time worrying about how to even set them up.
Google Calendar Daily Agenda
One of the coolest features of Google Calendar is the ability to get a daily agenda mailed to you each morning. It’s like having a personal assistant run down your schedule just by checking your e-mail — which, if you’re anything like me, is one of the first things you do when you wake up! Here’s how to set it up:
- From the main Calendar interface, click the Gear icon in the top right and then click “Settings” in the dropdown menu.
- Click on the “Calendars” tab at the top of the Settings interface.
- Next to the Calendar you want an agenda from, click “Notifications.”
- Scroll down the list of checkboxes to the “Daily Agenda” option and check it.
- Click Save.
- Voila! Never forget an important meeting again!
Forget About Phone Numbers
Traditional audio conferencing and online meetings require all sorts of hurdles to get going: you need a phone number and an ID code, you’ve got to deal with a lengthy download or you’ve got to find all of your participants and add them to a contacts list.
GlobalMeet web conferencing changes all of that with the introduction of Voice over IP (VoIP) support. GlobalMeet was always easy to join, with no downloads required or contact lists to manage. But with the introduction of Call over the Internet, getting into your meetings is even easier! No phone numbers, no IDs — just one click and GlobalMeet calls your computer with crystal-clear audio through your headset or built-in mic.
If This, Then That
One of the coolest new web tools out there is If This Then That or “IFTTT.” It allows you to create customized tasks through a variety of what they call “Channels” that allow an Action to be performed based on a Trigger.
I know, I know. That doesn’t exactly sound “Easy Button,” but I promise it’s simple in practice.
Everything is based on “if X happens, do Y.” You can set up a Task that says “If [I update my Twitter photo] then [update my Facebook photo, too]” or “If [I take a photo on Instagram] then [save that photo to Dropbox].” Things like Twitter, Facebook, Dropbox, WordPress, Instagram and email are all part of IFTTT’s Channels. It even includes things like text messages and phone calls!
For easier meetings, you can set up Tasks that send you a text or even call your phone to remind you of an upcoming meeting. It also works in reverse; you can add meetings to your calendar by sending a text or even an instant message.
One Click Web Meetings
Cut straight through the hassle of getting your meetings started by downloading the GlobalMeet Toolbar for Outlook. Start or schedule your meetings with a single click right from your e-mail! It is truly the epitome of the Easy Button.
What are your go-to apps for easy meeting management? For more meetings tips and tricks, the Learning Space has you covered.