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Scheduling For Startups: How To Simplify Your Office Calendar and Boost Productivity

Meetings and startups are like space and time, you can’t have one without the other. As long as you’re in business–appointments are necessary. So, how can you save time outside of the conference room? Here are three tips to scheduling your meetings more efficiently:

1. Only use one platform to communicate with your coworkers.

With so many ways to share information, all of your employees have their own preferred method to communicate. Kathy believes phone calls are the most authentic, while John only replies to emails. Both methods are equally valid, and thus poses a challenge to effectively reach multiple employees in one form of communication. John will immediately reply to your email with his preferred time for tomorrow’s meeting, while Kathy was avoiding her inbox for the last half of the day, leaving you no choice but to call her on your way home from work.

This common dialogue belongs in the stone age–it’s 2018. How do we stop playing phone tag with our employees and leverage faster response? Find a way to get everyone on the same page and communication channels. This allows you to cultivate a more efficient, productive, and unified team!

2. Know your coworker’s availability before requesting the meeting.

How many times have you sent a conference request only to receive messages such as “I have a dentist appointment at that time” or “I have an important client call–can we push it an hour later?” Two words: productivity killer. If only superpowers existed so you knew what was on John and Kathy’s schedule before you sent the request.

Luckily, technology doesn’t require the ability to read minds..By having shared calendars or using services like Calendly or Undock, employees can avoid the shuffle. Each individual sets their available time slots for meeting with others. Employees can also use these services to schedule meetings with clients, vendors, and investors.

3. Add details to scheduled meetings to set the agenda.

You’re meeting a client this afternoon and lost track of time while answering four phone calls in a row #entrepreneurlife. You have to leave soon–what was your game plan for this meeting again? You’re sure you noted it somewhere… As you spend ten minutes searching your inbox for keywords and email addresses, you think you remember where you left off. Say goodbye to the time you would have spent reviewing your presentation (hopefully improv is your strong suit).

A better strategy is to add context, relevant links, and contact info when you’re creating your appointments. To stay on top of things, Undock gives you the ability to attach emails, conversations, previous calls and contact information to a specific calendar event or task. When you need a refresher on where you left the conversation with a client, your entire communication timeline is neatly collected.

A simplified office calendar can be directly correlated with an increase in productivity, appointments, and ultimately, revenue. Too often, we find ourselves investing time in the smaller tasks of our day-to-day–resulting in upwards of five or more hours lost, per work week. Scheduling your meetings more efficiently will allow you to reclaim and take control of your time, so you can focus on producing results.

Undock provides real-time availability and calendar sharing while giving coworkers all of their must-have communication tools such as email, text, call and video chat in one application. You can see when your employees are in a meeting, on the phone, knee deep in a task or taking time off. With only one place for messages to go, Undock eliminates context switching and scheduling conflicts.

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