We’ve all been there: you need to schedule a meeting with a client, supplier, or someone else outside your organization, and then the back-and-forth via email about dates, times, and locations begins. Sometimes you spend more time trying to find a slot that works for everyone than you do in the actual meeting. And that’s not even mentioning how the meeting minutes are ultimately put together. There’s a better way—here’s how:
FindTime
With Microsoft FindTime, a feature of Office 365, you can share your availability with meeting participants in just a few clicks.
They vote on your various proposals, and the one that works for everyone wins. FindTime then sends all participants an invitation that can be added to their Outlook (or other) calendar.
If you want to use FindTime, the only requirement is that you, as the meeting organizer, Office 365 have. This is not required for participants; an email address is sufficient. If you already have Office 365, you can install the plugin for free here: https://findtime.microsoft.com/
Sharing Your Meeting Notes
Have you ever noticed that during a meeting with external parties, everyone takes their own notes? After the meeting, those notes are sent back and forth via email until some kind soul compiles them all and forwards the summary to everyone. Most likely, a brief addendum will follow in the form of a “reply-all” email containing some information that slipped through the cracks. What a nightmare!
It's actually very simple:
- Take notes in Microsoft OneNote
- Upload that OneNote file to OneDrive or SharePoint
- Share the note containing the email addresses of the people
- Everyone can now follow along with the notes in real time, and if desired, anyone can even add items at the same time.
- You can still add to the notes even after the meeting; OneNote clearly shows who added what.
All you need is OneNote (included by default in Office 365) and a OneDrive or SharePoint account to save and share the note.
You're welcome…
How many back-and-forth emails do you think you'll save by using FindTime and a central note-taking page for your next meetings with people outside your company?
