Margie Barkley: How to choose a time for meetings that is convenient for all: Video can boost efficiency

Scheduling meetings in a world that is fast-paced and interconnected can be a difficult task. This is made more difficult by participants who are spread across time zones, as well as busy calendars. There is a way to revolutionize how you schedule meetings and increase the efficiency of your meetings. This blog will cover the dos and donts of scheduling meetings, how to deal with time zone differences and the role that videos play in the process.

Let’s take a look at some of the challenges that people face when attempting to set up meetings before we continue.

1. Different time zones

To overcome the complexity of scheduling meetings for participants who are in different time zones, careful coordination and consideration is required.

2. Prioritizing Availability

Aligning the schedules of multiple participants can be difficult.

3. Communication Channels

Coordination can be difficult with the many communication platforms, whether it’s email, messaging apps or collaboration tools.

Video Meeting Time Fixing: Leveraging the Power of Video

The days of endless emails and frustrating phone calls are over. You can introduce yourself to the other person and share important information before you even start the conversation. This is a game changer that allows you to eliminate the need to spend countless hours trying find the best time for your meeting.

Watch Video

How to use video to improve the scheduling of meetings:

a. Introduce Yourself: Create a brief video that introduces you and the purpose of your meeting. This personal touch builds rapport and makes the meeting more engaging for participants.

Add interactive elements to your videos, such as call-to action (CTA) button. Include a CTA that links to a calendaring application like Calendly where participants can schedule meetings at times convenient for them.

Clarify Meeting Goals: Use video to give clear information on the meeting goals, desired outcomes and any pre-meeting material participants need to review. This will ensure that everyone is prepared and allow for a focused and productive meeting.

Overcome language barriers: Videos are also a great way to overcome language barriers. They provide visual cues, non-verbal communication and other tools that help with understanding and engagement. This is especially true when participants speak different languages.

The Best Practices to Schedule Meetings Efficiently

Keep these best practices in your mind to optimize the scheduling of meetings with video:

a. Keep Videos Short: Choose shorter videos to convey information quickly. Shorter videos are more likely watched to completion because attention spans are short.

b. Maintain professionalism: Videos allow you to add a personal touch. However, it is important that you maintain a professional demeanor. Dress appropriately and select a background that will create a good impression.

c. Give clear instructions: Explain the next step for the participants in the video. This could be confirming their availability or responding with preferred times to meet, or navigating the calendaring tool and scheduling the meeting.

The conclusion of the article is:

It can be difficult to find a time for a meeting that is convenient for all parties, especially when there are time zone differences. By leveraging videos and considering key factors, you can increase the efficiency of meetings. To improve communication and collaboration, record introduction videos, add interactive elements and give clear instructions. These strategies will help you find a time for meetings that works best for all participants, while also optimizing engagement and productivity.

Remember that effective meeting scheduling is the key to successful collaboration. Videos can be your secret weapon for achieving seamless communications across time zones.