Whether your part of a committee, department or team, you know how much of a pain scheduling meetings can be.
You know how it goes. You send out a calendar invite to say 10 people that should be in your meeting. You get notified every time someone RSVP’s, however the problem is some of the key people that need to be in your meeting can’t make the time you proposed.
So you propose a new time. That doesn’t work for other people. This causes an infinite loop of scheduling hell and just kills your productivity.
Yes, there are tools out there that help you with collaborative scheduling, however they are disconnected to your membership. They are separate applications that still rely heavily on email and provide a link that nobody can remember unless they go back in there email.
In membership organizations specifically, groups change. Members change. Committees change. This constant movement in structure makes it even harder and time consuming to schedule meetings. It’s almost impossible to remember everyone’s email or more importantly, who should be invited to a specific meeting. For example, members of a board or committee.
The way to overcome this problem is to schedule your meetings inside of your member community. One place that member groups (i.e. committees, boards, etc.) go to catch up on their involvement. Instead of “hey, be sure to check your email for xyz”, it’s “hey, be sure to log into our member community for xyz”.
Remove the clutter of email from your communications, especially scheduling meetings, and you’ll work less. You’ll relieve the stress that’s involved with managing your committees from email.
The good news is that Social HubSite now provides you another way to handle the way you schedule meetings. Again, not every organization schedules meetings the same way. This is why we are building premium add-on’s that give you different options on how you can get more done with your committees and members.
So, to get started simply click on your “Premium Add-on’s” button from the upper-right corner of the front page of your Social HubSite.
You’ll need to activate the “Rendezvous” add-on.
From there, you’ll be able to easily schedule meetings from you profile page with options under the “Rendezvous” link.
Enter the details of your meeting.
Choose dates and times for your meeting.
Select who you want to invite to the meeting. This will automatically send out an invite with a direct link for them to choose the best dates and times that work for them.
You’ll be notified when invitees of your meeting start to add their suggested dates and times.
Invitees are also kept in the loop through their activity feed. This avoids a complete reliance on email as a way of staying in the loop of meeting updates and changes.
You’ll easily be able to see what time slot works best for everyone. From there you’ll easily be able to choose a date for the meeting and send out a notice to all invitees.
You can send notices out to all invitees of your meeting.
Once a date is chosen by the meeting organizer, invitees will receive a direct link back to the meeting page where they can download a .ics file which will work on just about any calendar software (e.g. Outlook, Google Calendar, Apple Calendar, etc.).
And there you have it. An easy, quick and more organized way to handle scheduling meeting with members.
We are looking to enhance this functionality even further so please comment below with any suggestions or ideas you have on how we can improve this feature.
Launch your Social HubSite today to start improving the way you get things done with your committees and members.