Finding Time to Meet

Now that I am in isolation at home, I have renewed my search for online tools. After being away for quite some time, I have missed out on some really neat apps. Let’s get (re)started!

Walking over to a colleagues desk for a quick chat often eliminates the need for a scheduled meeting, an efficiency that does not exist in a virtual office place.

So when can you meet? can become a discussion that involves a lot of back and forth calling, emailing or texting, particularly when attendees are from different companies, or if a common calendar tool is not in use.

This week, I discovered Microsoft FindTime, an Outlook add-in available to Office 365 customers.

Microsoft FindTime

This can help to coordinate a meeting faster, especially for >2 attendees! The key requirement is that the organizer has a Microsoft 365 account.

I tried it out and found it rather simple to use. I started in Outlook by creating a meeting.

From the meeting organizer’s perspective: create the meeting and click the findtime option in the top right of the window.
i created a 30-minute meeting to be held on March 20 with a few VIPs.
I selected a few blocks of time that would work for the meeting. In this example, I only chose four time slots in the morning. I then clicked the ‘insert to email’ button.
I found it odd that I needed to discard the draft message. It is rather odd flow but I followed the instruction and found the findtime version in my drafts folder.

Easy enough. So what happens next? The recipients of the meeting invitation will be able to vote by clicking a preferred time.

From the recipient perspective, I voted for 8:30 a.m. Other recipients could select the same time, or a different time. Expressing a true preference involves clicking the Prefer button beside the time. The final step is to click the Vote button.

After the recipient votes, it’s back in the hand for the meeting organizer.

The meeting organizer will then be able to select the time convenient to all invitees by clicking the Schedule button. The final meeting invitation will then be sent back out to the invitees.

As long as the invitees have responded with meeting times in common, you’re ready to move forward.

What are you using to secure a meeting time that will work for all participants? As always…Let’s share ideas!

Published by Be better.

Working on social and economic progress.

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