6 Feb 2023
For any business, scheduling meetings is crucial. It’s also boring.
Booking appointments and meetings take up far too much time in the average employee’s day.
It doesn’t matter if you work in administration, management, or anywhere in between, meeting scheduling probably occupies a good portion of the time you spend on emails and phone calls.
American businesses alone hold 36 to 56 million meetings each day. Imagine how much time is spent on scheduling those meetings!
If you’re reading this article, you’re most likely starting to consider a better alternative to manually planning out meetings – and you’ve come to the right place.
Booking appointments through prolonged, awkward phone calls doesn’t have to be the future of your business. A meeting scheduler could be the key to cutting down your time investment and ramping up productivity.
Interested in learning more? Let’s unpack what scheduling tools are at your disposal, why meeting scheduler apps are the optimal way for you to schedule meetings, and how you can pick the right one for your company.
When it comes to scheduling meetings, you have plenty of options. The real question – is which one is the most effective and will work best for you?
Manual scheduling is as traditional as it gets. You’re booking meetings in-person, noting calendar updates down with paper and pen, relying on either an administrative assistant or your own memory to keep track of your dates and times.
Clearly, this is not the most efficient way to book meetings. Traditional scheduling means:
At this point, very few workplaces still use manual scheduling to book meetings. It’s a logistical headache for everyone involved and doesn’t make for consistent documentation for businesses that need to keep track of hours.
Although scheduling a meeting through verbal agreement may work for a casual meet and greet, more modern ways of booking appointments are far more efficient for basically any business.
Over the phone scheduling is common for organizations like medical providers, government agencies, and other office environments. Typically speaking, there’s an administrative assistant who updates calendars after scheduling time over the phone.
Compared to in-person scheduling, this might seem far more efficient. Even so, scheduling meetings over the phone still comes with its own problems.
|Over the Phone Scheduling
|Personal, adds a human touch
|Easily accessible through phone
|Calendar updates not automated
|No need for internet access
With the progression of technology, scheduling calls over the phone is starting to look increasingly antiquated, especially for people within younger generations. 61% of Gen Z consumers prefer to schedule appointments online instead of over the phone. Taking time away from their lives just to book a meeting is a time commitment many younger people aren’t willing to make.
Scheduling meetings over the phone is a good option to have at a workplace. At the end of the day, however, it’s not the most efficient method of scheduling from a business point of view.
Planning meetings over email is probably the most common method of scheduling nowadays. Communicating online is far faster than calling or scheduling a meeting in person. Despite this, email scheduling has its own shortcomings.
Scheduling a meeting over email is not as easy as it may seem. Although it’s more flexible than more verbal methods of scheduling, it still requires a great deal of coordination between a group to actually agree on a time for the meeting.
Ultimately, human scheduling is always going to cause business problems due to the sheer amount of planning and communication required. So what are your other options?
Meeting scheduling apps help you book meetings without the incessant communication of the past. Instead, you simply click a link or access an online portal and schedule your meeting directly through a simple-to-understand calendar display.
What are a few advantages of meeting scheduling apps compared to traditional tools?
Automatic scheduling through a scheduler application is how you can jump-start work efficiency and get booked within a few clicks. Read on to find out more about meeting scheduling apps.
Want to invest in a scheduler application but don’t know where to start? Here are six basic questions you should ask when sorting through your options online to help you decide which is the best for you.
First things first, you need to know how much you’re willing to spend on a meeting scheduler.
Allocating a lot of money towards high-tech scheduling tools might sound appealing, but the reality is that companies need to find a tool that’s both effective and affordable.
Further considerations when thinking about the budget:
Do some research on reasonable pricing for a meeting scheduling software and you’ll be able to establish a reasonable range for your budget. Knowing how much you’re willing to spend will guide your decision.
Every company has a suite of tools they’re already using, whether it’s your email service or a CRM (customer relationship management) tool for contacts.
Integration may not be at the top of your mind when picking out a scheduling tool. But nobody wants to pick out a seemingly perfect meeting scheduler before realizing it doesn’t integrate with their email.
Consider whether or not your meeting scheduler app of choice will integrate with your:
Depending on what your customers or clients use, you may also want to think about being able to integrate with the most popular platforms or services.
Every business has different needs. Before you go scrolling through pages’ worth of online reviews, just remember that even the best-reviewed scheduling application won’t be able to fit your needs if it doesn’t have the right kind of functionality.
Knowing what you need before you pull out your wallet is how you’ll find the best solution for you.
Not sure what kind of functionality you can get from meeting scheduler apps? Here are the most common features you might find:
Your location, business model, industry, and more may determine what kind of features are most useful for you.
What do you get when you pair the best functionality in the world with a terrible interface? A terrible scheduler application. Great functionality can’t redeem poor design.
The last thing you want is your employees to get lost in a poorly designed calendar interface or to pay for analytics and reporting you can barely read.
That’s why it’s important to try out a free trial for your meeting scheduling software. Experimenting with a tool lets you see the user experience firsthand. When possible, you should also encourage employees to test out a meeting scheduler before committing to it. You want your organization to be comfortable with a tool before introducing it externally.
B2C companies should be even more concerned about improving user experience. 88% of customers won’t return to a website after a bad user interface experience.
So do yourself a favor and find a meeting scheduling app with a simple, sleek design. Your future self will thank you for it.
Figuring out how to use new technology is tough. If you have no experience scheduling meetings through online solutions, you’ll need help finding your footing with a new tool.
Before you take the plunge and invest in a meeting scheduling app, you need to know whether or not the people who made the product have a robust customer support program.
Looking up online reviews is a great way to get a sense of whether your scheduling software company is ready to help or will leave you hanging at crucial moments.
Spending less time on scheduling means your employees can spend more time on areas like:
Basically, your workers will finally have time to do their job functions without wasting time on scheduling.
The right meeting scheduler app will help you save time. Healthcare providers who adapted a digital scheduling tool reported saving 10 hours per week. Think about how much your company could save from automating your scheduling.
The different functionality mentioned above can play a big role in supporting your company’s growth. See the chart below for how scheduling meetings via a meeting scheduler may help boost your business.
|Analytics and Reporting
|Manual metrics tracking
|Automatically generated report on current performance, highlighting areas for potential improvement
|Needs to be set up with each individual payment processor
|Integrates into the website/calendar
|Can take 30 to 60 minutes cumulatively
|Takes 1-5 minutes
|Client Information Tracking
|No centralized place for notes on clients
|Customer relationship management centralizes information on clients
Scheduling a meeting doesn’t have to be frustrating. Online booking or virtual branch software can simplify the way you schedule meetings, increasing productivity and reducing time wasted.
Hopefully, these questions will guide your experience by picking out the optimal online calendar. There’s no single perfect tool for scheduling meetings, but with some research, you’ll be able to find the best option for your requirements.
Online scheduling allows colleagues, clients, and customers to book their own appointments on your calendar. You’re cutting out the middleman so you can directly compare calendars without wasting additional time on frustrating communications.
On average, a meeting scheduler will cost you anywhere from nothing to $300+/month. Pricing is an important part of making the decision on what solution to spend on, but you also need to keep in mind the functionality and amount of users allowed on a specific platform. Free solutions are generally limited in scope, while paid solutions offer a wider range of functionality alongside a better user experience for more users.
Short answer: yes.
Long answer: You might be worried that removing human interaction may create a less personal experience, especially for external-facing scheduling (e.g. planning meetings with clients or customers). Customers, however, prefer convenience above all. If they’ve already discovered your business online, it’s more intuitive for them to book through your website instead of forcing them to call ahead for an appointment.
Non-appointment based businesses will also benefit from a meeting scheduler. Sending business partners directly to a portal where they can compare availability before scheduling a meeting will only help you communicate and close deals faster.
Skiplino is one of the best scheduling tools in the market. It’s a cloud-based, secure meeting scheduling app that’s integration-friendly, enabling online payment, and smart performance tracking to improve your business performance.
Scheduling a meeting shouldn’t be challenging, nor should finding the right tool to streamline that process. Do your research, find what you want, and you’ll be scheduling faster in no time.
Want to try out a customer feedback-based meeting scheduling software that’s specifically designed to streamline your operations? Skiplino is the solution to your dreams. Check it out here.
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