Getting a group together for a meeting can sometimes feel like herding cats, especially when everyone’s calendar is brimming! But fear not, I’ve gathered some tried-and-true strategies to help you navigate through this scheduling maze. ⏰✨

1. 🔍 Double Check Schedules: Don’t take a busy calendar at face value. Reach out to people to find out if they are actually tied up or just caught in a series of optional or FYI meetings. A quick check can often open unexpected windows!

2. 📢 Communicate the Importance: Explain why this meeting is crucial. If people understand the significance and urgency, they might be willing to reshuffle their commitments to accommodate your meeting. It’s all about clear and persuasive communication!

3. ⏰ Flexibility is Key: Offer a variety of time options. Sometimes, off-peak hours can be your best bet. Be open to early mornings or later evenings if that’s what it takes!

4. ☕️ Short and Sweet: Suggest a brief, informal session like a virtual coffee chat. It’s less daunting to fit into a packed schedule and can be perfect for discussing urgent topics.

5. 🚫 Promote ‘Meeting-Free’ Zones: Advocate for certain hours or days to be kept free of meetings. This strategy can miraculously free up time slots across multiple schedules.

6. 👀 Make Calendars Visible: Ensure your calendar is accessible to team members or across the company. Transparency in your availability can prompt colleagues to consider your schedule when planning meetings, leading to more efficient scheduling and better collaboration.

Remember, the art of scheduling is not just about finding a time slot; it’s about valuing everyone’s time and being adaptable. Your approach to this common challenge can showcase your organizational prowess and empathy. 🌈💼

Santhush de Silva is the Co-Founder and Vice President of Consulting at WLS Professional Services. His commitment to harmonizing People, Process, and Technology is central to the firm’s approach in providing strategic solutions to complex business challenges. Based in Calgary, Alberta, Canada, WLS Professional Services boasts a comprehensive portfolio of services, including Distributed Teams, Program and Project Management, Business Process Optimization, Governance Compliance and Audit, Managed Services, Application Services, IT Infrastructure Services, Cyber Security Services, and Procurement Services. Santhush’s leadership and expertise are pivotal in equipping businesses to excel in the dynamic and competitive Canadian market.