8 min read
10 Features Every Meeting Scheduler Should Have in 2023
April 28, 2023
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Meeting schedulers come in many shapes and sizes and we have incredible options at our disposal today that can dramatically improve the ways we book time and schedule meetings with people. All meeting scheduling software features, however, are not born equal and the contrast in quality can be very apparent when hopping between similar applications with similar functions. Here are some of our must-haves when it comes to scheduling software and a few things you should look out for when choosing yours:
Meeting Schedulers that provide easy ways for customers to make bookings with you
It is crucial for meeting schedulers to make the booking process as easy and seamless as possible for their customers. Partly because customers' time is valuable, and partly because if they encounter obstacles or difficulties in the booking process, they may become frustrated and may choose to take their business elsewhere.
We live in a world that is increasingly becoming more and more accommodating to people looking for instant gratification and understanding how we can accommodate it is an important step toward continued successes.
By making it easy for customers to book, meeting schedulers can improve customer satisfaction and loyalty, which can lead to repeat business and positive word-of-mouth recommendations. You'd be surprised at what a simple and efficient booking process can do to reflect positively on the company's reputation and professionalism, further increasing your opportunities for conversion and booking meetings that matter, with the right people at the right time.
Calendar management and integration
It is essential for meeting schedulers to have robust calendar management and integrations in their scheduling tools.
This is because calendar management ensures that schedules are organized, up-to-date, and easily accessible, which can save schedulers time and reduce the risk of double bookings or scheduling conflicts. Integrations with other productivity tools, such as email, messaging apps, or project management tools, can also streamline communication and collaboration between team members, ensuring that everyone is on the same page and that meetings are scheduled efficiently.
We’re all making use of a stunning variety of tools and applications that run the gamut of functionality, so by having calendar management and integrations you make someone’s life just a little easier, and who doesn’t want that! Ultimately, having effective calendar management and integrations can lead to increased productivity, improved organization, and better customer satisfaction.
A beautiful booking page for scheduling meetings
Life is too short to get stuck on ugly, unappealing digital spaces and in our opinion all meeting schedulers should prioritize having beautiful and practical booking pages because they are often the first point of contact between the scheduler and the customer. A well-designed booking page can create a positive impression of the company and enhance its professionalism and credibility.
By creating a visually appealing and user-friendly page you make it easier for customers to navigate and understand the booking process, reducing the likelihood of errors or confusion and leaving them with a positive perception of you and your business. Practical booking pages also offer a range of features such as easy scheduling, automatic time zone adjustments, and the ability to add custom fields that can make the booking process more efficient and tailored to the customer's needs.
Adequate options for canceling and rescheduling
If you want to hear God laugh, tell him your plans. Life tends to happen at the most unexpected and inconvenient points in time and flexibility is a skill we all need to develop. It is extremely important for meeting schedulers to provide adequate options for canceling and rescheduling meetings because unexpected changes in schedules just… happen.
We have all experienced emergencies, travel delays, or sudden conflicts that prevent us from attending a scheduled meeting or prior engagement. By offering options for finding alternative times that ensure everyone is comfortable and ready to engage, schedulers can demonstrate empathy and respect for their customers' time and needs with a few simple meeting scheduling software features.
Notifications and alerts in your meeting scheduler
This is a no brainer, but you would be surprised at how many apps don’t place focus on adequate notification systems. It is critical for meeting schedulers to have infallible notifications and alerts because they play a crucial role in ensuring that meetings run smoothly and on time. Reliable meeting and calendar notifications can help schedulers and attendees stay on top of their obligations and avoid missed or delayed meetings. It is also just a good idea to provide people with a bit more control and visibility where their daily commitments are concerned.
Notifications and alerts can help reduce the likelihood of miscommunication or confusion by ensuring that everyone is aware of important updates or changes to the meeting schedule. In today’s day and age, where time is money and attention is the most valuable resource of all, it is in all of our best interests to ensure that we know what we’re doing, who we’re doing it with and when we’re doing it by way of technological intervention.
Meeting scheduler that has integrations with other tools
If you’re using software you pay for, it stands to reason that you want to get the most out of your investment and create unity and cohesion between the tools that help you do what you do best.
By integrating with other tools such as project management software, customer relationship management (CRM) tools, or email platforms, meeting schedulers can improve communication and efficiency between team members and customers. Integration can also help reduce the risk of errors or miscommunication by ensuring that everyone has access to the same information and data in real-time, wherever they may be.
Integration, done right, is one of the best ways you can ensure productivity and effectiveness and can honestly save you so much time by removing the need for constant configuration and back-and-forth between your frequently-used apps.
Automations for your meeting scheduler
Automation is not about replacing humans, but enabling them to do more and focus on what really matters or can make a difference. Mundane tasks can drain so much time and sometimes a simple analysis will reveal that there is really no need for your human resources to get stuck in them.
Automation is a game changer because it can help them save time, reduce errors, and improve the overall efficiency of their scheduling process. Automating repetitive and, let’s face it, boring tasks such as sending reminders or follow-up emails can help meeting schedulers focus on more important things that require their attention, expert or otherwise. Automation can also help meeting schedulers provide a more personalized service by enabling them to tailor their communications to specific customers or situations to make sure they’re always sharing relevant info and speaking to the right people at the right time.
Meeting scheduler that accommodates different time zones
Time zone accommodation for meeting schedulers demonstrates respect for the diverse needs and circumstances of their customers.
When scheduling meetings across different time zones and across the span of the globe, it can be really challenging to ensure that all parties can attend at a suitable time without causing confusion or inconvenience.
By acknowledging different time zones and offering options for scheduling that take different daily experiences into account, meeting schedulers can make it easier for customers to attend sessions and reduce the risk of meeting scheduling conflicts or misunderstandings. Father time is kind to none, but with a bit of setup and consideration we can be a bit more mindful where the clock is concerned.
Different meeting options in your meeting scheduler
Choice reigns supreme and being offered a selection of different meeting options and meeting types is a sure fire way to ensure you’re booking more engagements with relevant people.
Every customer has unique needs and preferences that may require different types of engagements, so why not offer them the choice to designate which ones they would prefer? By doing so, meeting schedulers can accommodate diverse requirements and provide a more personalized service and if there’s one thing people appreciate it is being made to feel like they are receiving preferential treatment. Some customers may prefer video or phone meetings, while others may prefer in-person meetings or a combination of both. Meet them where they’re at and reap the rewards for yourself.
If you’re keen to try this out for yourself, why not give OnceHub Forms a shot and create a routing system that lets your customers and prospects designate the kind of meeting they’d like to have before anyone picks up a phone.
Meeting schedulers that have great UX
By providing a simple, intuitive, and user-friendly scheduling experience, meeting schedulers can create a positive impression of their brand, increase customer loyalty, and encourage recurring business. It is not an exaggeration to say that well-designed UX for your booking page, chatbots or form can reduce the risk of errors, enhance efficiency, and streamline the overall scheduling process. Sometimes, a little goes a long way and this is especially true as it pertains to UX. We have an enormous array of tools, apps and software at our disposal that are vying for our attention and money, so there is really very little reason that people will naturally gravitate toward meeting schedulers that are clumsy and cumbersome to use. Rein it in, pare it down, simplify.
To use a meeting scheduler that adheres to all of the above requirements and allows for an extremely granular level of control, try out OnceHub’s range of scheduling options and level up your calendar today with intuitive meeting scheduling software features .
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