4 Ways to Schedule Team Meetings More Effectively
Scheduling meetings as a team doesn't have to be complicated. Explore how to leverage CalendarHero’s Team features to meet faster, improve remote collaboration, and boost productivity across your company.
CalendarHero is built to help teams schedule meetings faster and work smarter. Whether you have a team of 3 or 300, CalendarHero makes it possible for teams of all sizes and various industries to automate meeting scheduling.
From simplifying internal communication to creating a streamlined customer scheduling experience, CalendarHero transforms the way your team works together. Instantly schedule meetings with your team members. Book meetings conveniently inside platforms like Microsoft Teams or Slack. Generate video conferencing links automatically.
CalendarHero makes it possible for your team to get more done by doing less. After all, you have important work to do, and we have a feeling that responding to back-and-forth scheduling emails isn't it.
1. Schedule Internal Meetings Faster
Within your company, meetings are the glue keeping your team together and aligned on business goals. That's especially true if you're one of 88% of companies worldwide who have switched to remote working this year. Regardless of where you meet, traditional meeting scheduling means a lot of task juggling, which takes your focus away from the work you'd rather be doing.
With CalendarHero, you can let go of meeting tasks that derail your productivity: asking around for availability, playing Tetris with your calendar, and email coordination with your meeting guests.
Teams using CalendarHero get to bypass scheduling conflicts and book meetings instantly. When you join your team on CalendarHero, your work calendar syncs automatically. As a result, CalendarHero knows your team's real-time availability, making your internal scheduling process easy and painless.
Schedule meetings with confidence. When booking an internal meeting in CalendarHero, you can choose to schedule a meeting instantly or let your team members suggest times to meet. Either way, CalendarHero will automatically schedule the meeting at a time that aligns with everyone's calendars.
Quick tips:
Create meeting types (templates for your popular meetings) to pre-set repetitive settings for your internal meetings, including availability window, video conferencing, and invitee instructions. That way, you can speed up the scheduling process and customize your meeting experience.
Do you meet regularly with the same group of team members? Easily book a meeting with a pre-defined group of people (ex. Dale, June, and Simone from Sales) by creating or importing contact groups in CalendarHero.
2. Schedule External Meetings Faster
Meetings with clients, candidates, and prospects are some of the most direct touch points you can have that lead to game-changing decisions and company growth. However, with so many moving parts between external and internal coordination, external meetings can be tough to book successfully.
Previously, we wrote about how to provide an exceptional invitee experience. In this section, we'll focus on how teams can use CalendarHero to schedule external meetings (ex. Discovery calls, group interviews, etc.) faster.
Our shared availability options available on the Team plan provide intelligent solutions to help your team quickly organize meetings with external invitees. For instance, use Round Robin to assign an invitee to any available team member automatically. This option is particularly useful for support teams who need to connect customers to support agents quickly.
Putting together a group interview with a promising candidate? Turn on Collective. This option allows a candidate to self-schedule an interview by picking a time from your team's unified availability.
If you find yourself regularly organizing meetings for other team members, then give On-Behalf a try. On-behalf enables you to schedule a meeting using another team member's calendar availability. It's a quick way to handoff prospects to other team members without manual coordination.
How to add shared availability to your meeting types →
Once you’ve set your availability options, quickly share your personal scheduling link in an email or direct message so your external invitee can easily self-book a meeting with you. Plus, if you want a sure-fire way to ensure all the right decision-makers attend your meeting, turn on the “add guests” option to let your invitee know they can include additional guests to your meeting.
With CalendarHero, your team can rapidly secure crucial meetings with powerful shared availability and scheduling options. Instead of getting caught up in meeting logistics, your focus will be on engaging qualified leads, winning over customers, and hiring top talent.
3. Make Remote Collaboration Seamless
Teams today have to balance a variety of work tools, constant context switching, and accommodate flexible (sometimes vastly different) work schedules. CalendarHero lets your team centralize meeting scheduling with company-wide integrations and features, so you can manage the day-to-day with ease.
Through video integrations with conferencing platforms like Zoom.us, Google, Webex, Vectera, and GoToMeeting, CalendarHero can auto-populate video conferencing links in your remote meetings and calls. So, instead of scrambling to find and paste a video conferencing link, CalendarHero will auto-generate a link from your company's conferencing platform of choice in your remote meetings.
Has your team switched over to Microsoft Teams or Slack for internal communication? Add CalendarHero to your messenger platform, so you can book meetings, query your calendar, and more without leaving your chat platform. If your team mainly uses Outlook or Gmail, you can add CalendarHero as an inbox plug-in.
The CalendarHero web app is a hub for all your meeting-related activities. Easily monitor your meeting requests' progress, add company integrations, and monitor company-wide usage.
CalendarHero will also send meeting reminders and briefings to your preferred notification center to keep you and your team updated on upcoming meetings.
If you're organizing with team members across different time zones, CalendarHero makes life easier with intelligent timezone detection. CalendarHero automatically detects your invitees' time zones and displays the time accordingly. You can also opt to change your time zone manually. Plus, CalendarHero has several smart features that can help your team have more control over their schedule and work/life balance.
Learn more:
4. Find Smart Solutions for Your Industry
With so many different functions and roles, it can be challenging to find a software solution that meets everyone's needs on your team. Thankfully, CalendarHero supports many different workflows.
For team members in a consulting position or who frequently work with external vendors or clients, Our Collaborators feature can be a time-saving solution. With collaborators, your team members can invite external contacts (people outside of your organization) to share their calendar availability securely. That way, you or your team members can schedule meetings with key external contacts instantly.
How to Schedule Meetings Instantly with Collaborators →
Want to engage web visitors at the height of interest? Marketing teams can embed CalendarHero scheduler directly to any web page to have a prominent meeting call to action on your website. Through the embed, marketers can automatically direct qualified leads through the website to sales reps.
Hiring or selling? Sales reps and recruiters can optimize their meeting workflows by integrating CalendarHero with their preferred CRM or ATS. For salespeople, connect CalendarHero to HubSpot, Salesflare, Salesforce, Copper, and more to automate sales scheduling with your CRM contacts. Recruiters can add Greenhouse, BreezyHR, Zoho Recruit and more to CalendarHero to automate interview scheduling and quickly access candidate insights in CalendarHero meeting briefings.
Learn more:
Get Your Team Started with CalendarHero
Modern businesses and teams need solutions that help them meet quickly and collaborate efficiently. Use CalendarHero to automate your team’s meeting workflow because your team has more meaningful work to do: building company culture, supporting customers, and reaching business goals, together.
Good to know: CalendarHero has enterprise-grade security.
✓ Enterprise Level Encryption
✓ GDPR Compliant
✓ Penetration & Threat Detection
✓ PCI Compliant
✓ SOC 1 & 2
✓ ISO 27001 & More
✓ OAUTH-2
Ready to get started? CalendarHero is easy to set up! Create your account and check out our quick set-up guide for teams to help your team hit the ground running.
Meet Faster As a Team
CalendarHero is built to help teams simplify scheduling and do more. Save hours with premium meeting scheduling features.
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