There’s Got to Be… No There Is a Better Way

cc licensed flickr photo shared by J. Star

This has to be so common an experience I almost don;t have to trot out the narrative I contrived below. Can there be anything more inefficient, annoying, cumbersome, time sucking, exasperating, numb headed than… group scheduling a meeting by e-mail? No, then why the bleeping bleepity bleep does it happen all the D’Arcy Norman fracking time?

I can hear heads nodding in agreement, but how common is this? It’s not for lack of tools, I’m afraid, it’s lack of will.

It’s stupid.

Stop doing it.

Right now.

No?

Then just keep spending your precious time working through exchanges like:

From: Howard 
To: sandy.biggs@sandies.net, fred@bedrock.org, jt521@gmail.com
Date: March 27, 2010 at 9:30 AM
Subject: Conference Planning Meeting

Hi there,

We need to schedule a conference call to flesh out the agenda for the meeting here at headquarters next month. Can you let me know a good time in the next two weeks to schedule this?

Best,

howie

-----------------------------------------------------

From: Sandy  
To: Howard , fred@bedrock.org, jt521@gmail.com
Date: March 27, 2010 at 10:56 AM
Subject: re: Conference Planning Meeting

Howard,

I'm free most mornings except for next thursday. Oh and a week from 
Tuesday, I am golfing,

Sandy

> Hi there,

> We need to schedule a conference call to flesh out the agenda for the
> meeting here at headquarters next month. Can you let me know a good time
> in the next two weeks to schedule this?

> Best,

> howie


-----------------------------------------------------

From: Freddie  
To: Howard , sandy.biggs@sandies.net> , jt521@gmail.com
Date: March 27, 2010 at 11:01 AM
Subject: re: Conference Planning Meeting

Hey kids,

You know my schedule, I'm wide open. Looking forward to this. I got 
some big ideas for the ice breaker.

Freddie.

> Howard,
> 
> I'm free most mornings except for next thursday. Oh and a week from 
> Tuesday, I am golfing,
> 
> Sandy
> 
> > Hi there,
> 
> > We need to schedule a conference call to flesh out the agenda for the
> > meeting here at headquarters next month. Can you let me know a good time
> > in the next two weeks to schedule this?
> 
> > Best,
> 
> > howie

-----------------------------------------------------

From: JT 
To: Howard , sandy.biggs@sandies.net>, fred@bedrock.org
Date: March 27, 2010 at 11:16 AM
Subject: re: Conference Planning Meeting

Hi Howard,

I've got a few holes I can fit this into, how about anytime 9-noon on Tuesday, Wednesda, Thursday, or Friday after 2pm? Will we Skype or use the conference line?

And when should I book my travel? What is the hotel this time around? Do I need a car?

Man I have a lot of questions.


> Hey kids,
> 
> You know my schedule, I'm wide open. Looking forward to this. I got 
> some big ideas for the ice breaker.
> 
> Freddie.
> 
> > Howard,
> > 
> > I'm free most mornings except for next thursday. Oh and a week from 
> > Tuesday, I am golfing,
> > 
> > Sandy
> > 
> > > Hi there,
> > 
> > > We need to schedule a conference call to flesh out the agenda for the
> > > meeting here at headquarters next month. Can you let me know a good time
> > > in the next two weeks to schedule this?
> > 
> > > Best,
> > 
> > > howie


-----------------------------------------------------

From: Howard 
To: sandy.biggs@sandies.net, fred@bedrock.org, jt521@gmail.com
Date: March 27, 2010 at 11:30 AM
Subject: re: Conference Planning Meeting

Okay, it looks like the best time for this call is 9:00 AM on Tuesday. Please call into the conference line 587-356-2726. The conference id is 4901826764 and the passcode is 8865913. Be sure to press #59 to set up the recording.



> Hi Howard,
> 
> I've got a few holes I can fit this into, how about anytime 9-noon on Tuesday, Wednesda, Thursday, or Friday after 2pm? Will we Skype or use the conference line?
> 
> And when should I book my travel? What is the hotel this time around? Do I need a car?
> 
> Man I have a lot of questions.
> 
> 
> > Hey kids,
> > 
> > You know my schedule, I'm wide open. Looking forward to this. I got 
> > some big ideas for the ice breaker.
> > 
> > Freddie.
> > 
> > > Howard,
> > > 
> > > I'm free most mornings except for next thursday. Oh and a week from 
> > > Tuesday, I am golfing,
> > > 
> > > Sandy
> > > 
> > > > Hi there,
> > > 
> > > > We need to schedule a conference call to flesh out the agenda for the
> > > > meeting here at headquarters next month. Can you let me know a good time
> > > > in the next two weeks to schedule this?
> > > 
> > > > Best,
> > > 
> > > > howie

-----------------------------------------------------

From: JT 
To: Howard , sandy.biggs@sandies.net>, fred@bedrock.org
Date: March 27, 2010 at 11:30 AM
Subject: re: Conference Planning Meeting

What time zone is that?

> Okay, it looks like the best time for this call is 9:00 AM on Tuesday. Please call into the conference line 587-356-2726. The conference id is 4901826764 and the passcode is 8865913. Be sure to press #59 to set up the recording.
> 
> 
> 
> > Hi Howard,
> > 
> > I've got a few holes I can fit this into, how about anytime 9-noon on Tuesday, Wednesda, Thursday, or Friday after 2pm? Will we Skype or use the conference line?
> > 
> > And when should I book my travel? What is the hotel this time around? Do I need a car?
> > 
> > Man I have a lot of questions.
> > 
> > 
> > > Hey kids,
> > > 
> > > You know my schedule, I'm wide open. Looking forward to this. I got 
> > > some big ideas for the ice breaker.
> > > 
> > > Freddie.
> > > 
> > > > Howard,
> > > > 
> > > > I'm free most mornings except for next thursday. Oh and a week from 
> > > > Tuesday, I am golfing,
> > > > 
> > > > Sandy
> > > > 
> > > > > Hi there,
> > > > 
> > > > > We need to schedule a conference call to flesh out the agenda for the
> > > > > meeting here at headquarters next month. Can you let me know a good time
> > > > > in the next two weeks to schedule this?
> > > > 
> > > > > Best,
> > > > 
> > > > > howie
> 


-----------------------------------------------------

From: Howard 
To: sandy.biggs@sandies.net, fred@bedrock.org, jt521@gmail.com
Date: March 29, 2010 at 11:59 AM
Subject: re: Conference Planning Meeting


Eastern Time.

> What time zone is that?
> 
> > Okay, it looks like the best time for this call is 9:00 AM on Tuesday. Please call into the conference line 587-356-2726. The conference id is 4901826764 and the passcode is 8865913. Be sure to press #59 to set up the recording.
> > 
> > 
> > 
> > > Hi Howard,
> > > 
> > > I've got a few holes I can fit this into, how about anytime 9-noon on Tuesday, Wednesda, Thursday, or Friday after 2pm? Will we Skype or use the conference line?
> > > 
> > > And when should I book my travel? What is the hotel this time around? Do I need a car?
> > > 
> > > Man I have a lot of questions.
> > > 
> > > 
> > > > Hey kids,
> > > > 
> > > > You know my schedule, I'm wide open. Looking forward to this. I got 
> > > > some big ideas for the ice breaker.
> > > > 
> > > > Freddie.
> > > > 
> > > > > Howard,
> > > > > 
> > > > > I'm free most mornings except for next thursday. Oh and a week from 
> > > > > Tuesday, I am golfing,
> > > > > 
> > > > > Sandy
> > > > > 
> > > > > > Hi there,
> > > > > 
> > > > > > We need to schedule a conference call to flesh out the agenda for the
> > > > > > meeting here at headquarters next month. Can you let me know a good time
> > > > > > in the next two weeks to schedule this?
> > > > > 
> > > > > > Best,
> > > > > 
> > > > > > howie
> > 

-----------------------------------------------------

From: JT 
To: Howard , sandy.biggs@sandies.net>, fred@bedrock.org
Date: March 27, 2010 at 2:10 pM
Subject: re: Conference Planning Meeting

I cannot make the call; you know I am in LA this week, 
right? That's a bit early on this end of the country.


> Eastern Time.
> 
> > What time zone is that?
> > 
> > > Okay, it looks like the best time for this call is 9:00 AM on Tuesday. Please call into the conference line 587-356-2726. The conference id is 4901826764 and the passcode is 8865913. Be sure to press #59 to set up the recording.
> > > 
> > > 
> > > 
> > > > Hi Howard,
> > > > 
> > > > I've got a few holes I can fit this into, how about anytime 9-noon on Tuesday, Wednesda, Thursday, or Friday after 2pm? Will we Skype or use the conference line?
> > > > 
> > > > And when should I book my travel? What is the hotel this time around? Do I need a car?
> > > > 
> > > > Man I have a lot of questions.
> > > > 
> > > > 
> > > > > Hey kids,
> > > > > 
> > > > > You know my schedule, I'm wide open. Looking forward to this. I got 
> > > > > some big ideas for the ice breaker.
> > > > > 
> > > > > Freddie.
> > > > > 
> > > > > > Howard,
> > > > > > 
> > > > > > I'm free most mornings except for next thursday. Oh and a week from 
> > > > > > Tuesday, I am golfing,
> > > > > > 
> > > > > > Sandy
> > > > > > 
> > > > > > > Hi there,
> > > > > > 
> > > > > > > We need to schedule a conference call to flesh out the agenda for the
> > > > > > > meeting here at headquarters next month. Can you let me know a good time
> > > > > > > in the next two weeks to schedule this?
> > > > > > 
> > > > > > > Best,
> > > > > > 
> > > > > > > howie
> > > 
> 


-----------------------------------------------------

From: Sandy  
To: Howard , fred@bedrock.org, jt521@gmail.com
Date: March 27, 2010 at 11:57 AM
Subject: re: Conference Planning Meeting

Hey, it's after 9:00 am; aren;t we having a meeting now? I only have another 35 minutes before my next appointment.

> I cannot make the call; you know I am in LA this week, 
> right? That's a bit early on this end of the country.
> 
> 
> > Eastern Time.
> > 
> > > What time zone is that?
> > > 
> > > > Okay, it looks like the best time for this call is 9:00 AM on Tuesday. Please call into the conference line 587-356-2726. The conference id is 4901826764 and the passcode is 8865913. Be sure to press #59 to set up the recording.
> > > > 
> > > > 
> > > > 
> > > > > Hi Howard,
> > > > > 
> > > > > I've got a few holes I can fit this into, how about anytime 9-noon on Tuesday, Wednesda, Thursday, or Friday after 2pm? Will we Skype or use the conference line?
> > > > > 
> > > > > And when should I book my travel? What is the hotel this time around? Do I need a car?
> > > > > 
> > > > > Man I have a lot of questions.
> > > > > 
> > > > > 
> > > > > > Hey kids,
> > > > > > 
> > > > > > You know my schedule, I'm wide open. Looking forward to this. I got 
> > > > > > some big ideas for the ice breaker.
> > > > > > 
> > > > > > Freddie.
> > > > > > 
> > > > > > > Howard,
> > > > > > > 
> > > > > > > I'm free most mornings except for next thursday. Oh and a week from 
> > > > > > > Tuesday, I am golfing,
> > > > > > > 
> > > > > > > Sandy
> > > > > > > 
> > > > > > > > Hi there,
> > > > > > > 
> > > > > > > > We need to schedule a conference call to flesh out the agenda for the
> > > > > > > > meeting here at headquarters next month. Can you let me know a good time
> > > > > > > > in the next two weeks to schedule this?
> > > > > > > 
> > > > > > > > Best,
> > > > > > > 
> > > > > > > > howie
> > > > 
> > 

Yeah, that’s the way to get work done.

A solution has to be lightweight and integrate with the time managers we already use. A few clicks ago when Iw as at Maricopa (long before Google Calendars and mobile calendar tools) they rolled out some corporate system that required logins, special software (that did not work on Macs)… it was pretty useless except to a few command line junkies.

It’s all a different game now.

In some work groups, you can share online calendars, so at least you can see when people are available before suggesting something like “schedule in the next month” — in other places, it might work to let people place appointments on your calendar- but that feels a bit invasive.

I’ve liked the simplicity of Doodle where you slot out a range of days times ti meet, enter emails of people to send it to, and they indicate their availability in a few web clicks (and dont need to log into anything). That is about as easy to get, and its visual to see the best time. Using doodle you should be able to cut it down to 2 emails (one to invite your group to mark their times and a second to announce the final meeting date/time).

Doodle is free and perfect for group meetings or deciding when to go bowling or a trip to the zoo,

But I’ve seen something even better, and more suited to helping people who want to meet/all with you. I saw it by just curiosity in the footer of a contact who emailed me Tungle:

Tungle actual does not do any scheduling; its like the middle man/woman/person between your calendar and people who may want to schedule a meeting with you. When you create an account in Tungle, it connects to your flavor of calendar– Outlook, Google Calendar, Apple iCal, Entourage for Mac and Lotus Notes.

When someone wants to mee with you or schedule a call, you send them your Tungle.me URL, and they can see just the windows of your availability (you get to put bounds on the workday, like being available 9-5… who works those crazy hours any more??). They then can request a meeting by selecting a range within your blocks, and enter a preference for the duration of the meeting.

You then get an email or whatever notice method your calendar works, with a meeting request, that you can accept, reject, adjust in your calendar, and can trigger a message back as a confirmation, with other details like a phone number to call.

It works deftly with your calendar. It handles time zone differences transparently.

I’ve used it a few times, and it saves me from having to look at my calendar, type in a bunch of days time I am available. I’ve not used it for group scheduling meetings:

Outgoing Meetings
Send invitations proposing multiple times to one or many people. Tungle handles replies, automatically adjusts for different time zones, and prevents double bookings.

Once booked,it’s automatically added to your calendar and all invitees receive email confirmations.

It makes sense, and it is easy to use. There’s an iPhone app as well.

I am sure there is a whole Web 2.0 freight car worth of similar apps out there. Yet we still schedule meetings like they did in the stone age in the 1980s.

Why don’t more people use them is a mystery to me.

So I’d like to hold a meeting with you all to talk about this, so I’ll email and ask when you are available in the next decade….

cc licensed flickr photo shared by J. Star

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