How to Schedule Meetings with Many People at Once

Meetings aren’t easy to schedule if you have many participants, widely separated. But there’s an easy way to do it, if you reverse your thinking. Get-It-Done Guy explains.

Stever Robbins
4-minute read
Episode #283

I just love meetings! No … I don’t. I hate meetings. One big reason meetings are an abomination against nature is because of the endless work it takes to schedule them.

Thankfully, the good folks at MickeySoft came up with one solution. If your company uses Microsoft Outlook, you can look at everyone’s schedules and see who’s available when. Then you choose the time where everyone will have to reschedule an existing appointment to make it to your meeting. After all, if you’re going to have to run this lame-o experiment in apathetic multitasking, everyone else should share in the sacrifice.;

This approach has you making decisions about other people’s schedules. Isn’t that doing their work for them? That’s not fair. But there’s an even worse problem with Outlook’s solution. You have to act like a co-dependent spousal equivalent when forcing your time on your colleagues, but then, just when you really need it, Outlook doesn’t cross boundaries. What kind of co-dependent software doesn’t cross boundaries?

If you have three internal people, a client, and a freelancer on your team, Outlook scheduling is useless because the external people don’t keep their calendar on your server. 


About the Author

Stever Robbins

Stever Robbins was the host of the podcast Get-it-Done Guy from 2007 to 2019. He is a graduate of W. Edward Deming’s Total Quality Management training program and a Certified Master Trainer Elite of NLP. He holds an MBA from the Harvard Business School and a BS in Computer Sciences from MIT.