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1 Arranging a meeting

Public Group active 1 year, 6 months ago

The first stage in our model for effective meetings is Arranging a Meeting. The discussion groups on Arranging a Meeting cover a number of topics, starting with purpose and need: the first questions to ask when thinking about arranging a meeting are “Is this meeting really necessary?” and “What do we aim to achieve?” [read more]

Coordinating diaries

  • This topic has 7 replies, 2 voices, and was last updated 1 year, 6 months ago by Ron Eagle.
Viewing 8 posts - 1 through 8 (of 8 total)
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  • 10 December 2020 at 12:30 pm #290
    AiYa – MeetingArkAdmin
    Keymaster

      What are good ways to coordinate diaries? How do you deal with complicating factors like different time zones?

      20 January 2021 at 3:48 pm #489
      Ron Eagle
      Participant

        Ensuring diaries across the attendees list are accurately aligned can be dauting and key factors can be:

        1. Is there a single corporate diary system that all staff (or all staff in the areas you are requesting attendance from) can access and which automatically send entries to each person’s diary once the invite is sent?
        2. Are all (or some e.g. senior staff members) diaries maintained separately ?

        The level of difficulty in co-ordination and alignment will be hugely affected  by the degree to which the former (where diary slots availability will be the biggest challenge)  is in place compared to the latter (which will give the added chore of back and forth dairy slot availability negotiations, possible challenges of PA/secretarial ‘front lines’ to some staff etc.)

        Also, beyond the mechanics of date/time co-ordination there may be the need to persuade/justify attendances where those staff are not directly instructed to attend by superiors).

        25 January 2021 at 12:02 pm #553
        AiYa – MeetingArkAdmin
        Keymaster

          Hi Ron!

          Thank you for this.

          I was wondering if you have come across issues with the different types of software used for this and if you have any ideas on how to deal with people  (for example from other companies or organisations) who have to be at the meeting but are not on the internal booking system?

          27 January 2021 at 10:09 am #678
          Ron Eagle
          Participant

            hi keymaster

            issue if differing sw is best resolved by ensuring links sent include a version that allows joining via browser even if you don’t have the sw installed – most meeting packages allow this although joining via just a browser link can sometimes  be slower and have features limited compared to joining through the same sw.

            re the externals issue – ensure conversations ie direct calls are made to persons holding their diaries well in advance

            22 September 2021 at 8:15 pm #4252
            AiYa – MeetingArkAdmin
            Keymaster

              I was wondering if anyone has encountered the situation where the organisation’s diary system was down for an extended period of time – and what happened?

              19 January 2022 at 1:42 pm #4848
              Ron Eagle
              Participant

                In past lives have needed to appoint  staff co-ordinators to maintain a central diary on a single laptop for meeting appointments (usually  by department with departmental coordinators cooperating between themselves for inter departmental diary alignments) with  mails/texts out to individuals who are expected to maintain their personal appointments on their smart phones diary entries or maybe even some old notebook/Filofax diaries.

                26 April 2022 at 9:21 pm #6019
                AiYa – MeetingArkAdmin
                Keymaster

                  So a cascade to a local laptop and even onwards to physical notebooks and boards.

                  7 May 2022 at 11:28 pm #7159
                  Ron Eagle
                  Participant

                    physical notes was a proven system for centuries so why not?

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