Helpful Guides | Productivity at work

The best scheduling tools to plan out your meetings

By wizu | 12 July 2019

We’re all busy these days and it’s hard to find time to get everything done, including scheduling meetings. Everyone has disparate schedules and at times it’s difficult to get in touch with teammates and clients to set up that next all-important meeting date. Time is invariably wasted in the process, causing frustration and disruptions in your day.

If you find yourself in this scheduling maze, don’t fret—we’re here to help! We’ve done the research to find scheduling tools to make it easier than ever to set up that next important meeting. The right tool(s) can save you time and effort, saving your precious hours for more urgent tasks.


What to Look for in Meeting Scheduling Tools

To find the best tool for your needs, look for these features and characteristics:

1). Ease of use: a scheduling tool should be fast and straight forward to use, so be sure to choose a tool that doesn’t take much time or effort to learn. The interface should be intuitive and easy to use.

2). Integrates with email: this is still the preferred communication method for many professionals, so look for a scheduler that easily integrates with email. In fact, look for a tool that not only integrates, but also updates your schedule if there are changes in time, location, date, etc. 

3). Price point—cost: look for a scheduling tool that’s cost effective. Be sure to consider the time and effort needed to learn and use the tool. If the tool is pricey and difficult to master, skip it and look for a simpler solution. You’ll be happier in the long run. 

4). Customization: this is a great way to carry over your company’s branding. Look for a scheduling tool that allows you to add your company logo, colour scheme and more. Your clients and teammates will easily recognize the meeting notification is for you and your company. 

5). Cross-platform: you’ll need to find a tool that works across multiple platforms, including Mac, iOS, Windows and Android devices and computers. In fact, this is helpful because many people make use of more than one platform—they may have an Android phone, but work on a Windows computer. A cross-platform scheduler will keep everyone in the know.

6). Integration: is another characteristic to consider in a meeting scheduling tool. You’ll want to find a tool that integrates with other tools including calendars, sales automation apps/tools and even CRM. Keeping it all together will help you and your teammates/clients stay up to day on meeting details (date, time, place, etc.)


The Best Meeting Scheduling Tools

Now we’re ready to review the best meeting scheduling tools—here they are!

HubSpot Meetings: this free scheduler is easy to use and works to automate the process of scheduling a meeting. This tool seamlessly works with their free CRM platform and works to cut down on the back-and-forth scheduling phone calls and emails. It also offers flexibility to schedule—others can see when you’re available and easily schedule a meeting. 

This tool is fully customizable and can be embedded in your company’s site. HubSpot Meetings also provides an option for group meeting links. Settings can be altered, and you receive a heads up when a new meeting has been created. 

Calendly: is an easy to use, clean interface for scheduling meetings. It offers a wide variety of integration and automation to make it easy for you and teams to schedule meetings. The basic plan is free. 

Calendly will check your calendar automatically to see if you’re available, and people outside of your organisation can see when you’re free to meet. Not only that, but this scheduler allows you to schedule round robins—meetings will be distributed to your team based on who is available, etc. You can also use this tool to schedule meetings with multiple attendees such as a webinar, trainings, etc. 

Doodle: is another easy to use tool for scheduling meetings. You can suggest times and customise meeting requests. It’s also possible to send a link and let participants indicate whether or not their available for the suggested time/date. When this information is collected from participants, then it’s easy to choose the best date and time for the meeting. 

Doodle can be customised with your company logo, colour scheme, etc. It’s also possible to request participants to share their contact information (such as email address, phone numbers, etc.), and the platform is ads-free. You won’t have to worry about ads popping up at the wrong time. Doodle integrates with your calendar, and it’s available across several platforms including Android and Apple devices. 

Pick:  is a web app meeting scheduling tool that’s also easy to use. Just set up your availability and preferences, then share a custom link with people you’d like to meet with. After receiving the link, they will then book time with you, after which you and meeting attendees will receive a calendar invite, which includes meeting details. Pick easily integrates with Office 365 and Google Calendar. 

FreeBusy: is another online scheduling tool that makes it easy to schedule meetings. You can easily and quickly schedule a meeting with one or more people! This tool works to pull your availability information from all of your calendars—work, personal, etc. This way, you can more easily keep your work and personal life separate. You can also use this feature for groups—the tool will check group availability to set up a meeting for teams. 

In addition, FreeBusy fully integrates with your web conferencing tool, so it’s easy to set up a conference and add call details, the call link, etc. The scheduler also works across global times zones—what could be better? 

YouCanBook.Me: this is another great scheduling tool for individuals or teams. This tool integrates with Office 365, GCal and iCal, plus it works well for businesses of all sizes. The calendar can be used to book multiple people, services and locations. 

YouCanBook.Me is available for mobile devices and is customisable with your company logo, colours, etc. Not only that, but this tool works across multiple time zones, so users can book a meeting in their respective time zone. Scheduling meetings is quick and easy with this tool.

There are a wide variety of meeting scheduling tools available—with a little research, you’re sure to find the tool that’s a good fit for you and your company. Just be sure to choose one that integrates well with your company processes and platforms and look for a scheduler that’s easy to use. You won’t go wrong!

Once you’ve got the process of planning out your meetings nailed down it’s probably time to find the best meeting room to hold them in.

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