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Published on October 8, 2018

11 Meeting Scheduler Apps to Boost Your Productivity and Efficiency

11 Meeting Scheduler Apps to Boost Your Productivity and Efficiency

Meeting scheduler apps are awesome if you use them right. Use them wrong and you can look like an arrogant elitist.

In this article, we’ll share not only how to use meeting scheduler apps to improve automation, integration and reputation, but also 11 awesome meeting scheduler apps you can start using today.

Meeting Scheduler Apps and Automation

Automations are key to improving efficiency. Set the system up right from the beginning and you’ll reduce the amount of no-shows and cancellations.

With reminders and thank you page redirects, you’ll also find you can prepare your guests for your meetings more efficiently and create a more powerful meeting.

One of the most common automations for meeting scheduler apps is meeting reminders. With most apps, you can send reminders through email and sms text messages. These reminders can be scheduled several days out to several minutes before your meeting. In the coaching and podcasting space, we set 3 day, 1 day and 15 minute reminders to guests in both email and sms.

Automations can also send guests to a thank you page with next steps or additional info to prepare for meetings. If you run a podcast, for example, after they schedule a time on your calendar, you can send them to a thank you page that suggests equipment they may want for the interview, questions you may ask and the mission of your show or company.

Whatever your business is, you can see that with automations, meeting scheduler apps do more than just streamline appointment setting. They prime your workflow or sales process for maximum results.

Meeting Scheduler Apps and Integration

In our digitally connected world, most meeting scheduler apps also integrate with other websites and online tools. You can embed scheduling widgets on your website or connect your scheduler to your CRM.

Some schedulers integrate with Zoom and many integrate with your current calendar system like Google Calendar or Office 365.

Integrations are important when selecting your meeting scheduler because it reduces the amount of new technologies you have to learn and streamlines the process for quick implementation.

Before you go all-in on your scheduler, look for integrations with your current tools and the scheduler apps you’re considering.

Meeting Scheduler Apps and Reputation

Reputation is about branding and your guest’s experience. This includes the look and feel of the specific meeting scheduler you use. It also includes how you use that scheduler inside your own brand.

You can send a link to your guest and have them schedule on the app’s website, but you’ll find a more consistent brand experience if you send them a link to schedule on the app inside your website. Some people even buy vanity domain names like “meetwithyourname.com” and forward it to their scheduling page.

Many apps, in their upgraded packages, allow you to add your branding as well as branded links. Again, this is a reputation and brand play that creates a better guest experience you just can’t create with old fashioned scheduling practices.

Common Mistakes of Using Meeting Schedulers

In the excitement of streamlining your scheduling process, it can be easy to forget the feelings of those you’re inviting to meet. I know. I’ve done this.

To say “Hey, schedule time on my calendar” feels colder than “Hey, here’s my calendar. To avoid all the back and forth, pick a time that works best for you.”

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Always make sure to frame your invite with your scheduler app with the benefit to them and why we’re doing it this way rather than the old fashioned, personal way.

A little finesse goes a long way. Without it, you risk seeming transactional and cold.

Some meeting scheduler widgets you can embed in your site can take a couple seconds to load. If you go this route, make sure there’s text just above the widget that lets your guest know the calendar will appear below and to wait for it to load.

If you use an online meeting tool like Zoom, it’s also important to explicitly let them know the meeting will take place on Zoom and include the Zoom link in the email reminder. Many make the mistake of not clarifying where the meeting will actually take place which can create last minute chaos at the time of the meeting.

Should you require special settings, like ethernet, external mics or lighting, let your guests know that on your thank you page and reminder emails so they are prepared for the meeting and you end up with the best meeting possible.

With clear communication in your automation, your meeting scheduler tools can almost perform like a virtual assistant for a fraction of the cost, or free, depending on the app you choose.

11 Inspired Meeting Scheduler Apps to Increase Your Productivity

Here are 11 inspired meeting scheduler apps you can start using today to streamline your meetings and increase your productivity:

1. ScheduleOnce

    ScheduleOnce is an industry leader and robust solution. Whether you work alone or have a large team, ScheduleOnce can support you.

    ScheduleOnce allows you to create multiple users and multiple calendars. I use one calendar for booking podcast guests with automations set up to prep my guests for our interview. I use another calendar for strategy sessions and coaching calls.

    ScheduleOnce also has embeddable widgets so you can keep the scheduler inside your own website.

    Starting at $7 a month and a 14 day free trial, ScheduleOnce can fit a variety of needs in business.

    Available on Web

    2. Calendly

      Calendly stands out for its clean, easy to use interface. If you like clean design, Calendly might be your choice. It too has robust automations and integrations for individuals and teams alike.

      You can try Calendly free for 14 days. Their basic plan is free while their most robust plan is only $12 a month.

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      Available on Web | Google Chrome Extension

      3. Assistant.to

        For those who use gmail, Assistant.to is a super simple solution.

        From inside an email, you click on the Assistant.to icon and pick times your free. Assistant.to embeds the times directly into the email so the recipient can quickly pick a time that works for them.

        While it doesn’t have all the bells and whistles of apps like Calendly or ScheduleOnce, Assistant.to is completely free.

        Available on Web

        4. Acuityscheduling

          Acuity is a robust meeting scheduler very similar to ScheduleOnce. It integrates with CRMs, Email Marketing platforms, Analytics tools and accounting software.

          It comes with a 14 day free trial. They have a free solo account but if you want the benefit of the integrations, you’ll start as low as $15 a month and can cost up to $50 a month.

          Available on Web | iOS | Android

          5. Pick

            Built for simplicity, Pick is direct and easy to use. You can create your own url extension like pick.co/yournamehere and it integrates with Google calendar and Office 365.

            At $3 a month, this is a great tool for quick scheduling.

            Available on Web

            6. X.ai

              For those who are early adopters of AI, this may be the solution for you. X.ai created two AI assistants they call Amy and Andrew Ingram. After setting up your account you simply CC them on your emails with the person you’re wanting to schedule and the AI assistants will email your guests from there until your appointment is set.

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              This type of scheduler feels more personal because of the dialogue. There are stories on their site of people thinking Amy and Andrew are real people. X.ai integrates with Google, Office 365 and Outlook.

              Starting at $29 a month for an Individual account and $39 a month per user for a Team account, Amy and Andrew are ready to schedule meetings for you. Want to try it out first? They do have a free trial.

              Available on Web

              7. YouCanBook.me

                is another competitive solution for scheduling meetings online. You can manage the calendars of your entire team, configure booking forms, and integrate with your calendar.

                They have a free account branded with their company name or you can have some control over your branding and appearance at $10 a month for all their features. Either way, this company is worth a look.

                Available on Web

                8. Doodle

                  Doodle is unique in the space of meeting schedulers because it helps groups of people find a time to meet that works for everyone.

                  It integrates with your calendar and allows you to send a poll to all invited. Once people vote on the poll you can see which time works best for everyone.

                  You can also run polls for food preferences if you’re scheduling a lunch meeting or a section of town if people are coming from all over.

                  While there is a free account, you’ll unlock it’s potential starting at $39 per year.

                  Available on Web | iOS | Android

                  9. WhenAvailable

                    WhenAvailable is another scheduler that works for groups of people. You can use it to schedule a pickup game of basketball, decide on your next book club or book your family reunion.

                    Their free account allows up to 20 guests, unlimited events and one contact group. For $15 a year you unlock all the goodies including reminders and chat messages.

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                    Available on Web

                    10. Rally

                      Like Doodle and WhenAvailable, Rallly is helpful for scheduling meetings and events with multiple people involved. You create a poll and everyone votes. It’s quick and easy.

                      Unlike Doodle, it doesn’t have as many features, but it’s entirely free.

                      Available on Web

                      11. NeedtoMeet

                        Finishing strong, NeedtoMeet is our last app that allows you to schedule meetings or events for multiple people. It has mobile apps, custom urls, easy polling, notifications and commenting.

                        NeedtoMeet also allows 1:1 Meetings for things like performance reviews for your whole team. You send out the your calendar slots to your team and they can only pick 1 slot, minimizing the amount of emails and scheduling you have to coordinate.

                        While they have a free account, you can unlock all features for only $19 a year.

                        Available on Web

                        The Bottom Line

                        Meeting scheduler apps are diverse in features and unique in design. Before committing to one and realizing it’s not a fit, I recommend exploring which 3 might best fit you and then doing a trial with each of them at the same time so that you can see how they feel as you use them side by side.

                        Scheduling meetings the old fashioned way can be tedious. Conversely, finding a scheduling app that works seamlessly in the background is heavenly.

                        Like cell phones, meeting scheduler apps are moving from a nice-to-have luxury to must-have necessity in the lives of productive people. As you explore your options, stay true to your brand and the tools that have worked well for you to this point and simply find a meeting scheduler app that plays well with what you have created.

                        Featured photo credit: rawpixel via unsplash.com

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                        Chris Angell

                        The founder of Groundswell Digital Marketing, helping entrepreneurs grow their businesses through done-for-you content marketing.

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                        Last Updated on February 21, 2019

                        How to Stop Information Overload

                        How to Stop Information Overload

                        Information overload is a creature that has been growing on the Internet’s back since its beginnings. The bigger the Internet gets, the more information there is. The more quality information we see, the more we want to consume it. The more we want to consume it, the more overloaded we feel.

                        This has to stop somewhere. And it can.

                        As the year comes to a close, there’s no time like the present to make the overloading stop.

                        But before I explain exactly what I mean, let’s discuss information overload in general.

                        How Serious Is Information Overload?

                        The sole fact that there’s more and more information published online every single day is not the actual problem. Only the quality information becomes the problem.

                        This sounds kind of strange…but bear with me.

                        When we see some half-baked blog posts we don’t even consider reading, we just skip to the next thing. But when we see something truly interesting — maybe even epic — we want to consume it.

                        We even feel like we have to consume it. And that’s the real problem.

                        No matter what topic we’re interested in, there are always hundreds of quality blogs publishing entries every single day (or every other day). Not to mention all the forums, message boards, social news sites, and so on.

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                        The amount of epic content on the Internet these days is so big that it’s virtually impossible for us to digest it all. But we try anyway.

                        That’s when we feel overloaded. If you’re not careful, one day you’ll find yourself reading the 15th blog post in a row on some nice WordPress tweaking techniques because you feel that for some reason, “you need to know this.”

                        Information overload is a plague. There’s no vaccine, there’s no cure. The only thing you have is self-control.

                        Luckily, you’re not on your own. There are some tips you can follow to protect yourself from information overload and, ultimately, fight it.

                        But first, admit that information overload is really bad for you.

                        Why Information Overload Is Bad for You

                        Information overload stops you from taking action. That’s the biggest problem here.

                        When you try to consume more and more information every day, you start to notice that even though you’ve been reading tons of articles, watching tons of videos and listening to tons of podcasts, the stream of incoming information seems to be infinite.

                        Therefore, you convince yourself that you need to be on a constant lookout for new information if you want to be able to accomplish anything in your life, work and/or passion. The final result is that you are consuming way too much information, and taking way too little action because you don’t have enough time for it.

                        The belief that you need to be on this constant lookout for information is just not true.

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                        You don’t need every piece of advice possible to live your life, do your work or enjoy your passion.

                        How to Stop Information Overload (And Start to Achieve More)

                        So how to recognize the portion of information that you really need? Start with setting goals.

                        1. Set Your Goals

                        If you don’t have your goals put in place, you’ll be just running around grabbing every possible advice and thinking that it’s “just what you’ve been looking for.”

                        Setting goals is a much more profound task than just a way to get rid of information overload. Now by “goals” I don’t mean things like “get rich, have kids, and live a good life”. I mean something much more within your immediate grasp. Something that can be achieved in the near future — like within a month (or a year) at most.

                        Basically, something that you want to attract to your life, and you already have some plan on how you’re going to make it happen. So no hopes and dreams, just actionable, precise goals.

                        Then once you have your goals, they become a set of strategies and tactics you need to act upon.

                        2. Know What to Skip When Facing New Information

                        Once you have your goals, plans, strategies and tasks, you can use them to decide what information is really crucial.

                        First of all, if the information you’re about to read has nothing to do with your current goals and plans, then skip it. You don’t need it.

                        If it does, then ask yourself these questions:

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                        • Will you be able to put this information into action immediately?
                        • Does it have the potential to maybe alter your nearest actions/tasks?
                        • Is it so incredible that you absolutely need to take action on it right away?

                        If the information is not actionable in a day or two, then skip it.

                        (You’ll forget about it anyway.)

                        And that’s basically it. Digest only what can be used immediately. If you have a task that you need to do, consume only the information necessary for getting this one task done, nothing more.

                        You need to be focused in order to have clear judgment, and be able to decide whether some piece of information is mandatory or redundant.

                        Self-control comes handy too. It’s quite easy to convince yourself that you really need something just because of poor self-control. Try to fight this temptation, and be as ruthless about it as possible – if the information is not matching your goals and plans, and you can’t take action on it in the near future, then SKIP IT.

                        3. Be Aware of the Minimal Effective Dose

                        There’s a thing called the MED – Minimal Effective Dose. I was first introduced to this idea by Tim Ferriss. In his book The 4-Hour BodyTim illustrates the minimal effective dose by talking about medical drugs.

                        Everybody knows that every pill has a MED, and after that specific dose, no other positive effects occur, only some negative side effects if you overdose big.

                        Consuming information is somewhat similar. You need just a precise amount of it to help you to achieve your goals and put your plans into life.

                        Everything more than that amount won’t improve your results any further. And if you try to consume too much of it, it will eventually stop you from taking any action altogether.

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                        4. Don’t Procrastinate by Consuming More Information

                        Probably one of the most common causes of consuming ridiculous amounts of information is the need to procrastinate. By reading yet another article, we often feel that we are indeed working, and that we’re doing something good – we’re learning, which in result will make us a more complete and educated person.

                        This is just self-deception. The truth is we’re simply procrastinating. We don’t feel like doing what really needs to be done – the important stuff – so instead we find something else, and convince ourselves that “that thing” is equally important. Which is just not true.

                        Don’t consume information just for the sake of it. It gets you nowhere.

                        The focus of this article is not on how to stop procrastinating, but if you’re having such issue, I recommend you read this:

                        Procrastination – A Step-By-Step Guide to Stop Procrastinating

                        Summing It Up

                        As you can see, information overload can be a real problem and it can have a sever impact on your productivity and overall performance.

                        I know I have had my share of problems with it (and probably still have from time to time). But creating this simple set of rules helps me to fight it, and to keep my lizard brain from taking over.

                        I hope it helps you too, especially as we head into a new year with a new chance at setting ourselves up for success.

                        More Resources About Boosting Brain Power

                        Featured photo credit: Pexels via pexels.com

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