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Last Updated on December 14, 2020

11 Meeting Scheduler Apps to Boost Your Productivity This Year

11 Meeting Scheduler Apps to Boost Your Productivity This Year
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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, a meeting scheduler does more than just streamline appointment setting. They prime your workflow for maximum results.

A meeting scheduler is awesome if you use it right. Use it wrong and you can look like an arrogant elitist.

In this article, I will share with you 11 great meeting scheduling 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.

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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.

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            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.

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                  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.

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                        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.

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                        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.

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                        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 July 27, 2021

                        Can’t Focus? The Mistake You’re Making and How to Focus Better

                        Can’t Focus? The Mistake You’re Making and How to Focus Better
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                        What comes to mind when you think of learning how to focus better? Do you think of the attention or concentration it takes to complete a task? Do you consider the amount of willpower needed to finish writing a report without touching your phone? Do you think it requires sitting in complete silence and away from distractions so that you can study for an important exam or prepare for an interview?

                        I’m sure many of you can relate to the above statements and agree that the ability to focus is about staying on task for a given period of time. Breaking that concentration would mean that you’ve lost your focus, and you’re either doing something else or trying to gain back that focus to finish up the intended task.

                        With an ever-increasing amount of information—that is easily accessible online and offline—we’re faced with a lot more opportunities and avenues to create possibilities to experience things on a daily basis.

                        Unfortunately, that can make it a lot harder for us to make progress or get things done because we’re either easily distracted or overwhelmed by the constant influx of information.

                        That’s why many of us end up having problems concentrating or focusing in life—whether it be on a smaller scale like completing a task on time, or something much bigger like staying on track in your career and climbing the ladder of success. We’ve all found ourselves in situations where we blame our failures due to a lack of focus.

                        Learning how to focus better doesn’t have to be too complex. Here is some information to help you get started.

                        Focus Is Not About Paying Attention

                        What if I tell you that you’ve been doing it all wrong this whole time?

                        Focus isn’t just the attention span of giving 20 minutes to a task. It actually goes far beyond that.

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                        The real reason why we focus is because we need to do something that exceeds our existing capability. We need to devote large amounts of time and energy to move the needle in life, to make that progress and positive change.

                        And why do we want to do that? Because we want to spend time becoming a better version of ourselves!

                        At the end of the day, the reason why we stay focused on any task, project, or goal is because we want to succeed. With that success comes progress in our lives, which means we eventually become better than what we were a month ago, or even a year ago.

                        Let me give you an example:

                        Say you’ve been tasked to manage a project by your boss. You have targets to meet and favorable outcomes to achieve. Your focus and attention has to be on this project.

                        Once the project has been completed, your boss is happy with the results and your hard work. She rewards you with praise, a promotion, or maybe even a year-end bonus.

                        That’s your success right there, and you feel good about your achievements. Looking back at who you were before and after the completion of this project, wouldn’t you say you’ve become a better version of your previous self?

                        Focus Is a Flow

                        This is what focus is and how where learning how to focus better starts. It’s not a one-off, task-by-task mode that you jump into whenever needed. Rather, focus is a flow[1].

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                        Focus is the way in which you deliberately target your energy to push progress in something you care about. Because focus takes energy, time, and effort, whatever it is that you need to focus on should be something meaningful to you, something that’s worth shutting down phone calls, text messages, and social media for.

                        So, why is it that we sometimes find it so hard to focus?

                        Usually, it’s because we’re missing two major elements. Either we don’t know where we want to go—in that we don’t have a clear goal—or we do have a goal, but we don’t have a clear roadmap.

                        Trying to improve your focus without these two things is like driving to get somewhere in a foreign country with no road map. You end up using a lot of gas and driving for hours without knowing if you’re getting anywhere.

                        Let’s go back to the example of your boss assigning you a project to manage. The company is opening a new office, and your boss wants you to oversee the renovations and moving-in process of this new location.

                        Now, if you didn’t have a clear goal or end result of how the new office should look, you could be busy arranging for contractors, interior designers, or movers to come, but have no clue what to assign or brief them on.

                        The second scenario is that you know exactly how the new office should look and when it should be up and running. However, because you don’t have a clear roadmap to get to that end result, you end up working all over the place; one moment you’re arranging for the contractors to start renovations, the next moment you’ve got furniture coming in when the space isn’t ready. What do you focus on first?

                        The Focus Flow

                        Without a clear goal and road map, things can turn out frantic and frustrating, with many wrong turns. You also end up expending a lot more mental energy than needed. But, having a Focus Flow when learning how to focus better can help.

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                        Let me show you how theFocus Flow works.

                        1. It starts from a clear objective.
                        2. This becomes a clear roadmap.
                        3. Then it manifests into a state oftargeted attentionand effort.
                        4. This results in pushing your progress towards your ultimate destination.

                        Setting a Clear Objective

                        To start off, you need to set a clear focus objective. If you don’t have an objective, how can you decide on which things are worth focusing on? You can’t focus on everything at the same time, so you have to make a choice.

                        Like driving a car, you need a destination.

                        In this case, you don’t want to drive around aimlessly. You want to arrive at your destination before you run out of gas.

                        A good focus objective, therefore, needs to be concrete. This means that it should be something you can visualize, such as determining how the new office is going to look after you’ve completed the renovation and moving in. If you can visualize it, that means you have a clear enough picture to know what’s needed to achieve it.

                        Drawing a Focus Roadmap

                        The second step is to lay out a practical focus roadmap. Once you have your ideas, setting an objective is easy. The most difficult part is determining how you’re going to achieve your objective.

                        There are lots of things you can do to work towards your goal, but what comes first? What’s more valuable, and how long will it take?

                        That’s where having a roadmap helps you answer these questions. Like driving, you need to have at least a rough idea of which major roads to drive on, and the order in which you need to drive them.

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                        Yet, creating a roadmap can get tricky because you have absolute freedom on how you’re going to achieve your objective.

                        To create a good road map, you should include major milestones. These are targets you need to hit in order to achieve success. Your roadmap should also include feasible and realistic actions that you can achieve as you learn how to focus better.

                        Need a little help in drawing this Focus Roadmap? The Full Life Planner can help you. It’s a practical planner to help you stay focused and on track with your most important goals and tasks in an organized way. Get yours today!

                        Power Up Your Productivity

                        I hope you now have a better understanding of how focus truly works. By harnessing your focus using the Focus Flow, you’ll be able to work on a task more productively, not because you’re able to concentrate, but rather because you know exactly what your end goal is, and you have a game plan in place to make that happen.

                        Once there is clarity, I can assure you that you’ll be less likely to get distracted or lose focus on your tasks at hand.

                        You may think it’s going to take you extra time writing out an objective and setting out a roadmap. You may believe that you are better off getting right down to the actual work.

                        However, as I’ve mentioned, there’s no point in rushing your efforts that lead you to nowhere or cause you additional detours. You’ll end up expending more mental energy and time than needed.

                        Once you’ve made your roadmap and found your focus, follow it up with unbreakable determination with Lifehack’s Actionable Motivation On Demand Handbook.

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                        Featured photo credit: Paul Skorupskas via unsplash.com

                        Reference

                        [1] Very Well Mind: The Psychology of Flow

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