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10 Tips For Improving Your Appointment Setting Skills

10 Tips For Improving Your Appointment Setting Skills

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    No matter what business you’re in, the odds are that you spend at least some time in appointments. Your appointments may be big group meetings, one-on-ones, or even job interviews. You may even be skipping the face-to-face aspect of meeting and be taking conference calls or using Skype. No matter what type of meeting you’ve scheduled, though, these tips can help you improve your appointment setting skills.

    1. Set agendas ahead of time. Knowing what you plan to accomplish in a meeting can help you decide how long to plan to stay at that appointment — assuming you can keep to your agenda. It can be hard to get other people to stay on track, but no one really wants to spend all day in a single appointment. Furthermore, completing an agreed upon agenda is really the only way to be sure when your meeting is over.
    2. Offer time and date options for appointments. Rather than going through a lengthy back and forth, either on the phone or via email, pick two or three appointment times that work for you and present them to the other half of your appointment. If you’re dealing with a larger group, it’s almost guaranteed that at least one option won’t work for someone, and having multiple options is a much faster way to reach consensus.
    3. Avoid fancy software applications. While there is some very snazzy appointment setting software out there, try to avoid using anything out of the ordinary. The exception to this rule is parties or very large meetings. In general, using these applications take more time than they’re worth — there’s a learning curve for new users, and having to visit a site to respond can take double the time of replying to an email. However, when you’re trying to coordinate large groups of people, using an application can provide a central location rather than sending out huge batches of emails.
    4. Make sure you really need a meeting. Plenty of appointments are set for simple things like handing over a document for approval. Unless that document is short enough to be completely examined during the meeting, it might be more worthwhile to drop off the document and come back later to answer questions and handle the approval process. Before actually setting your appointment, think about whether the matter could be handled in a faster way.
    5. Minimize travel time. One of the reasons that appointments eat up so much time in our calendars is the necessity of travel. We have to travel to clients’ offices, coffee shops or wherever the heck we’re meeting. We can minimize that commitment by suggesting that we meet at our own locations, meet halfway, or skip meeting in person altogether. Options like telephone calls or video conferencing can often handle all the requirements of that appointment you were going to drive across town for.
    6. Schedule time for both preparation and debriefing. When you set your appointment, think about what you might need to do to prepare for it — review a report, prepare a presentation or iron your shirt — and schedule time for each of those activities before your actual appointment. It’s also worthwhile to schedule a fifteen-minute prep session just before your appointment for any last minute details. Same goes for afterwards: you may have certain follow-up tasks to handle after your meeting. Scheduling at least a few minutes after an appointment guarantees that you’ll have time to make sure your notes are complete and any sort of further action at least makes it on to your calendar (if you can’t do it then).
    7. Separate personal and business appointments. Many of us try to load all of our out-of-the-office appointments into one day. Ignoring the problem of what happens if just one runs late, you’ve got the issue of trying to switch gears between the presentation you just gave to a client and the shot the doctor’s waiting to give you. That sort of mental switch up can only make it harder to handle your later appointments. Try to schedule your personal and business appointments on different days.
    8. Keep your appointment schedulers up to date. If you aren’t the only person scheduling your appointments, it’s vital to keep the others in the loop. Otherwise, your significant other might be expecting you at a family dinner at the same time you’re finishing up a major project. I like shared calendars, such as Google Calendar for that very reason, but there are ways to share just about every type of calendar, if you’re reliant on your own system. Appointment schedulers can include your manager, your significant other, an administrative assistant (yours or the departments) and a whole host of other people.
    9. Limit invitees. You may not need the whole company present for a progress report. Instead, decide who actually needs to be in on your appointment — you can always send out a mass email later on if people feel left out. I’ve been in situations before where higher ups felt left out if you didn’t bring them in on every single appointment you were setting up. The best bet seems to be presenting the meeting as something that wouldn’t be a valuable use of their time.
    10. Confirm everything! Confirm when and where the meeting is, what the agenda covers, even how to get there. All you really need is a brief email a day or two before the appointment that outlines the appointment and ask for a simple yes in response if everything is correct.

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    Last Updated on July 31, 2018

    40 Top Productivity Apps for iPhone (2018 Updated)

    40 Top Productivity Apps for iPhone (2018 Updated)

    Over the years here at Lifehack, we’ve discussed plenty of apps that you can use to improve your overall productivity.

    There are certain ones that many of our contributors and editors (past and present) have adopted over the long-term — there are always the stalwarts that stick around. But there are also new apps that crop up every day, adding more and more depth to the app category.

    Some of the apps are incredibly plain and simple, while others are more robust and offer more features than you can shake a stick at. And everyone has the one they prefer.

    It’s been our job (and still is our job) to keep abreast of all of the productivity-type apps out there. As a result — and as a bit of a refresher — we’ve put together a list of 40 best productivity apps for iPhone to provide you with an all-in-one resource for you.

    Productivity apps to help you get things done

    1. OmniFocus

    This app is, while pricey, considered to be one of the (if not the) most robust and full-featured productivity apps on the market.

    Download it here.

      2. Forest

      Train yourself to put your phone down and stay focused on the task at hand by playing with this planting game. It’s fun and will help you achieve more.

      Download it here.

        3. Things

        Another robust choice, this app is a favorite amongst “productivityists”.[1]

        Download it here.

          4. 30/30

          Recently covered here at Lifehack

          , 30/30 is a newcomer to the game that incorporates lists and timing of tasks into an elegant and easy-to-use interface.

          Download it here.

            5. Any.Do

            A beautiful-looking app that is both easy on the eyes and your wallet.

            Download it here.

              6. PocketLife Calendar

              This calendar app is specifically designed to be stylish and super easy-to-use. You can organize your life easily with different modern features.

              Download it here.

                7. Asana

                We’ve covered Asana here at Lifehack

                , and it is being actively developed by a strong team committed to making collaborative task management a more efficient and effective experience.

                Download it here.

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                  8. ToDoist

                  This app keeps track of everything – from simple errands to your most important projects – so you can get it all done and enjoy more peace of mind along the way.

                  Download it here.

                    9. FlowTasks

                    From the folks at MetaLab, Flow is a gorgeous collaborative task management app that is easy-to-use and incredibly functional.

                    Download it here.

                      10. Calendars 5

                      This calendar app focuses on events that help you to keep track of upcoming events and tasks easily. It has everything you need to organize, track and complete your to-dos.

                      Download it here.

                        11. Clear – Tasks, Reminders & To-Do Lists

                        A fun and innovative list-making app that relies on swiping and pinching to make things happen. Clear created a lot of buzz when it launched, and might be the perfect to-do list gateway app for many.

                        Download it here.

                          12. Due

                          A robust reminders app that lets you store and maintain reminders of all types. It’s replaced Reminders for me when it comes to the basics, and it’s worth a look if you want to keep the mundane stuff out of your head and cluttering your mind.

                          Download it here.

                            13. Checkmark 2

                            I use this app

                            for location-based reminders (such as groceries I need to get or single items I need to pick up from various locations). Checkmark is simple to use and a valuable addition to my productivity arsenal.

                            Download it here.

                              14. TeuxDeux

                              Created by Tina Roth Eisenberg and Fictive Kin — Teux Deux is simple and incredibly stellar in terms of design. If you like lists (including the popular “Someday Bucket”) and want to associate dates with tasks, then Teux Deux will be right up your alley.

                              Download it here.

                                15. Wunderlist 

                                Another incredibly popular choice is Wunderlist. Part of 6Wunderkinder’s software family, it sports a gorgeous design and is incredibly functional. We’ve talked about the app a couple of times here at Lifehack, so check those posts out here.

                                Download it here.

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                                  16. Nirvana

                                  For the GTD enthusiasts, there’s Nirvana. Straight from the source: “Nirvana frees your mind to focus on actually getting things done. If you’ve had enough of generic to-do lists, it’s time for Nirvana.”

                                  Download it here.

                                    17. Priorities

                                    An elegant-looking task management app that has received decent reviews,[2] this could be the one for you if you’re not a fan of OmniFocus or Things — especially if you need (or want) to share tasks with others.

                                    Download it here.

                                      Productivity apps that help you build habits

                                      18. Productive

                                      With this app, you can plan your habits with an easy-to-use interface, schedule habits for any time of the day, set smart reminders for each time of the day and stay on track with useful feedback. This app is perfect for anyone who wants to build a habit that sticks.

                                      Download it here.

                                        19. Habitica: Gamified Taskmanager

                                        You can complete tasks and build habits in a more fun way with this app. Input your Habits, your Daily goals, and your To-Do list, and then create a custom avatar. Check off tasks to level up your avatar and unlock features such as armor, pets, skills, and even quests.

                                        Download it here.

                                          20. Streaks

                                          This app follows the model of the popular “don’t break the chain method” in that you use the app to track how you are donig in the pursuit of your goal. Great for goal-setting — and an easy and elegant interface to boot.

                                          Download it here.

                                            21. Remember The Milk

                                            Another popular to-do list app, Remember The Milk has a huge following. It has plenty to offer, including the ability to share tasks with others.

                                            Download it here.

                                              22. Day One Journal

                                              When it comes to journaling, nothing really beats Day One. Its latest update added a slew of features that will make you want to start making journaling a habit.

                                              Download it here.

                                                Productivity apps that makes organization easy

                                                23. Evernote

                                                Touted as the world’s most widely-used productivity app, Evernote an be used simply as a notetaking app or can be customized to be your GTD app of choice — among other things.

                                                Download it here.

                                                  24. Pocket

                                                  You can save an article, video or link you want to read or watch later to Pocket from anywhere including your computer, Safari, email, and your favorite apps like Facebook, Twitter, Flipboard, and Feedly.

                                                  Download it here.

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                                                    25. Sync.Me

                                                    This app identifies unknown phone calls, warns you from annoying spam calls, and adds a caller picture to your contacts from Facebook, Twitter and Google+.

                                                    Download it here.

                                                      26. Droplr

                                                      One of the most popular file-sharing apps out there today. Straight from the source: “Stay productive on the go. Droplr for iPhone keeps you in sync and makes sharing on the iPhone natural.”

                                                      Download it here.

                                                        27. Dropbox

                                                        Before iCloud, there was Dropbox. And there still is Dropbox, which is still widely used by both Mac and PC users all over the globe. It’s like having a flash drive in your iPhone. A must-have.

                                                        Download it here.

                                                          28. iDolly 

                                                          In conjunction with Dolly Drive and DollySync, iDolly allows you to edit and share your documents from your iPhone.

                                                          Since all your changes sync automatically to all your devices, the current version of a document will always be accessible because Dolly Sync keeps everything in sync. Very handy.

                                                          Download it here.

                                                            29. Soulver

                                                            It may seem odd that a calculator app shows up on this list, but this is no ordinary calendar app. Ben Brooks over at The Brooks review describes Soulver as follows: “It is what calculators would have been if they were invented at the same time computers were, instead of what we have with most calculator apps.” [3]

                                                            Download it here.

                                                              Productivity apps that help you work smart

                                                              30. Captio

                                                              A simple capture tool. Straight from the developers: “It’s simple. Open Captio and start typing. When you’re done, hit Send. The note is immediately delivered to your email inbox.”

                                                              Download it here.

                                                                31. Drafts

                                                                A tremendous capture tool that allows for simple capture, followed by sending items to various applications such as OmniFocus, Things and more.

                                                                Download it here.

                                                                  32. NoteShelf 2

                                                                  This is a perfect note-taking app for you. You can take beautiful handwritten notes, type, annotate PDFs, record audio & create lists. You can organize them into categories or groups.

                                                                  Download it here.

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                                                                    33. Doodle

                                                                    This app links directly with the Doodle service, which is one that allows you to plan and organize meetings far more efficiently and effectively. Lifehack contributor Steve Dotto has written about Doodle more in-depth here.

                                                                    Download it here.

                                                                      34. TextExpander (Legacy)

                                                                      I have saved countless hours of time with TextExpander, and despite its inability to be as robust on iOS as it is on the Mac, it is still a worthy app to have in your arsenal.

                                                                      Download it here.

                                                                        35. Launch Center Pro

                                                                        A quick launcher for the iPhone that doesn’t just launch an app…with some of them it can do much more. This app saves you time by launching complex actions in a single tap.

                                                                        Download it here.

                                                                          36. GoodReader

                                                                          This may seem to be an odd one to make this list, but here are plenty of reasons why it is here with this article.

                                                                          Download it here.

                                                                            37. LogMeIn

                                                                            Want to be able to control your Mac from wherever you are? Then get this app.

                                                                            Download it here.

                                                                              Productivity apps that improve security

                                                                              38. 1Password

                                                                              There is simply no better password manager out there. I’ve even put together a 1Password Emergency Kit worth looking at here.

                                                                              Download it here.

                                                                                39. LastPass Password Manager

                                                                                You can store passwords and logins, create online shopping profiles, generate strong passwords, track personal information in photo and audio notes.

                                                                                All you have to do is remember your LastPass master password, and LastPass autofills web browser and app logins for you.

                                                                                Download it here.

                                                                                  40. Truecallers

                                                                                  Identify and block spammers, search for unknown numbers and call friends easily with this app. With a community-based spam list from over 250 million users, you’ll need this app.

                                                                                  Download it here.

                                                                                    There are plenty of other options out there (and we’ve heard from readers in the past as to what they enjoyed using), but these 40 are among the best.

                                                                                    Reference

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