Advertising
Advertising

Last Updated on October 16, 2019

11 Meeting Scheduler Apps to Boost Your Productivity

11 Meeting Scheduler Apps to Boost Your Productivity

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.

Whatever your business is, with automations, meeting scheduler apps do more than just streamline appointment setting. They prime your workflow for maximum results.

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

In this article, I will share with you 11 great meeting scheduler apps you can start using today to boost 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.

      Advertising

      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.

            Advertising

            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.

              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.

                  Advertising

                  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.

                    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.

                        Advertising

                        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

                        Bonus: Don’t Make These Common Mistakes When 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.”

                        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.

                        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

                        More by this author

                        Chris Angell

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

                        9 Best Productivity Planners and Journal To Get More Done 11 Meeting Scheduler Apps to Boost Your Productivity Is Memory Enhancement Possible? 12 Ways That Actually Work 9 Tips on Multitasking Management That Will Improve Your Productivity

                        Trending in Productivity

                        1 How to Measure a Goal? (With Examples of Measurable Goals) 2 7 Signs That You’re Way Too Busy 3 How to Become a Morning Person: 8 Steps to Kickstart 4 15 Productive Things to Do When Bored (So Time Is Not Wasted) 5 How to Be More Productive: 4 Tiny Tweaks to Make

                        Read Next

                        Advertising
                        Advertising
                        Advertising

                        Last Updated on November 19, 2019

                        7 Signs That You’re Way Too Busy

                        7 Signs That You’re Way Too Busy

                        “Busy” used to be a fair description of the typical schedule. More and more, though, “busy” simply doesn’t cut it.

                        “Busy” has been replaced with “too busy”, “far too busy”, or “absolutely buried.” It’s true that being productive often means being busy…but it’s only true up to a point.

                        As you likely know from personal experience, you can become so busy that you reach a tipping point…a point where your life tips over and falls apart because you can no longer withstand the weight of your commitments.

                        Once you’ve reached that point, it becomes fairly obvious that you’ve over-committed yourself.

                        Advertising

                        The trick, though, is to recognize the signs of “too busy” before you reach that tipping point. A little self-assessment and some proactive schedule-thinning can prevent you from having that meltdown.

                        To help you in that self-assessment, here are 7 signs that you’re way too busy:

                        1. You Can’t Remember the Last Time You Took a Day Off

                        Occasional periods of rest are not unproductive, they are essential to productivity. Extended periods of non-stop activity result in fatigue, and fatigue results in lower-quality output. As Sydney J. Harris once said,

                        “The time to relax is when you don’t have time for it.”

                        2. Those Closest to You Have Stopped Asking for Your Time

                        Why? They simply know that you have no time to give them. Your loved ones will be persistent for a long time, but once you reach the point where they’ve stopped asking, you’ve reached a dangerous level of busy.

                        3. Activities like Eating Are Always Done in Tandem with Other Tasks

                        If you constantly find yourself using meal times, car rides, etc. as times to catch up on emails, phone calls, or calendar readjustments, it’s time to lighten the load.

                        It’s one thing to use your time efficiently. It’s a whole different ballgame, though, when you have so little time that you can’t even focus on feeding yourself.

                        4. You’re Consistently More Tired When You Get up in the Morning Than You Are When You Go to Bed

                        One of the surest signs of an overloaded schedule is morning fatigue. This is a good indication that you’ve not rested well during the night, which is a good sign that you’ve got way too much on your mind.

                        Advertising

                        If you’ve got so much to do that you can’t even shut your mind down when you’re laying in bed, you’re too busy.

                        5. The Most Exercise You Get Is Sprinting from One Commitment to the Next

                        It’s proven that exercise promotes healthy lives. If you don’t care about that, that’s one thing. If you’d like to exercise, though, but you just don’t have time for it, you’re too busy.

                        If the closest thing you get to exercise is running from your office to your car because you’re late for your ninth appointment of the day, it’s time to slow down.

                        Try these 5 Ways to Find Time for Exercise.

                        Advertising

                        6. You Dread Getting up in the Morning

                        If your days are so crammed full that you literally dread even starting them, you’re too busy. A new day should hold at least a small level of refreshment and excitement. Scale back until you find that place again.

                        7. “Survival Mode” Is Your Only Mode

                        If you can’t remember what it feels like to be ahead of schedule, or at least “caught up”, you’re too busy.

                        So, How To Get out of Busyness?

                        Take a look at these articles to help you get unstuck:

                        Featured photo credit: Khara Woods via unsplash.com

                        Advertising

                        Read Next