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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 November 18, 2020

    15 Tips to Restart the Exercise Habit (and How to Keep It)

    15 Tips to Restart the Exercise Habit (and How to Keep It)

    It’s okay, you can finally admit it. It’s been two months since you’ve seen the inside of the gym. Getting sick, family crisis, overtime at work and school papers that needed to get finished all kept you for exercising. Now, the question is: how do you start again?
    Once you have an exercise habit, it becomes automatic. You just go to the gym, there is no force involved. But after a month, two months or possibly a year off, it can be hard to get started again. Here are some tips to climb back on that treadmill after you’ve fallen off.

    1. Don’t Break the Habit – The easiest way to keep things going is simply not to stop. Avoid long breaks in exercising or rebuilding the habit will take some effort. This may be advice a little too late for some people. But if you have an exercise habit going, don’t drop it at the first sign of trouble.
    2. Reward Showing Up – Woody Allen once said that, “Half of life is showing up.” I’d argue that 90% of making a habit is just making the effort to get there. You can worry about your weight, amount of laps you run or the amount you can bench press later.
    3. Commit for Thirty Days – Make a commitment to go every day (even just for 20 minutes) for one month. This will solidify the exercise habit. By making a commitment you also take pressure off yourself in the first weeks back of deciding whether to go.
    4. Make it Fun – If you don’t enjoy yourself at the gym, it is going to be hard to keep it a habit. There are thousands of ways you can move your body and exercise, so don’t give up if you’ve decided lifting weights or doing crunches isn’t for you. Many large fitness centers will offer a range of programs that can suit your tastes.
    5. Schedule During Quiet Hours – Don’t put exercise time in a place where it will easily be pushed aside by something more important. Right after work or first thing in the morning are often good places to put it. Lunch-hour workouts might be too easy to skip if work demands start mounting.
    6. Get a Buddy – Grab a friend to join you. Having a social aspect to exercising can boost your commitment to the exercise habit.
    7. X Your Calendar – One person I know has the habit of drawing a red “X” through any day on the calendar he goes to the gym. The benefit of this is it quickly shows how long it has been since you’ve gone to the gym. Keeping a steady amount of X’s on your calendar is an easy way to motivate yourself.
    8. Enjoyment Before Effort – After you finish any work out, ask yourself what parts you enjoyed and what parts you did not. As a rule, the enjoyable aspects of your workout will get done and the rest will be avoided. By focusing on how you can make workouts more enjoyable, you can make sure you want to keep going to the gym.
    9. Create a Ritual – Your workout routine should become so ingrained that it becomes a ritual. This means that the time of day, place or cue automatically starts you towards grabbing your bag and heading out. If your workout times are completely random, it will be harder to benefit from the momentum of a ritual.
    10. Stress Relief – What do you do when your stressed? Chances are it isn’t running. But exercise can be a great way to relieve stress, releasing endorphin which will improve your mood. The next time you feel stressed or tired, try doing an exercise you enjoy. When stress relief is linked to exercise, it is easy to regain the habit even after a leave of absence.
    11. Measure Fitness – Weight isn’t always the best number to track. Increase in muscle can offset decreases in fat so the scale doesn’t change even if your body is. But fitness improvements are a great way to stay motivated. Recording simple numbers such as the number of push-ups, sit-ups or speed you can run can help you see that the exercise is making you stronger and faster.
    12. Habits First, Equipment Later – Fancy equipment doesn’t create a habit for exercise. Despite this, some people still believe that buying a thousand dollar machine will make up for their inactivity. It won’t. Start building the exercise habit first, only afterwards should you worry about having a personal gym.
    13. Isolate Your Weakness – If falling off the exercise wagon is a common occurrence for you, find out why. Do you not enjoy exercising? Is it a lack of time? Is it feeling self-conscious at the gym? Is it a lack of fitness know-how? As soon as you can isolate your weakness, you can make steps to improve the situation.
    14. Start Small – Trying to run fifteen miles your first workout isn’t a good way to build a habit. Work below your capacity for the first few weeks to build the habit. Otherwise you might scare yourself off after a brutal workout.
    15. Go for Yourself, Not to Impress – Going to the gym with the only goal of looking great is like starting a business with only the goal to make money. The effort can’t justify the results. But if you go to the gym to push yourself, gain energy and have a good time, then you can keep going even when results are slow.

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