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Conference Call Drama!!!! I need advice please!?

Category: Other

ShaNayNayShaNayNay


Okay - so my boss wants me to schedule a conference call for a committee staff of seven. Every time I'm asked to do this it winds up becoming the most time consuming, frustrating and annoying task because there's always "important" people who aren't available when the Chair is.

How in the world do I get everyone to meet at the same time? Anyone with experience in doing this knows it's not just as simple as asking if they're available and announcing a date/time. Everyone is on their own schedule, and nobody's times/dates coincide.

It's a pain in the azz! What's the trick?? I'm spending so much time and effort on this one thing, while other work is piling up. Can anyone please offer some advice?

Thanks!

Andrew
Andrew

This is always a very difficult task especially when the people you're trying to get to attend have "better things to do"

The only solution I can see is to send out the notice for the conference call two weeks in advance and then send reminders every three days (ensure that the day before the call is one of the reminder days)

Besides that there is no real trick to this, the committee staff needs to be interested and show up, once you invite and remind them, you've done your job.

Smiling
Smiling

It sounds like you need to determine a pre-set time for the meeting - like it's always the 2nd Wed of the month at 9am. During the next meeting an agenda item can be determining the pre-set time.

Also, do you use any companywide scheduling system like Outlook or Lotus Notes? This will allow you to select a time when most people are available. Then only a few people need to do rescheduling.

Staci J
Staci J

Seven people isn't too bad.

Normally when I need to schedule a meeting with co-workers, I'll fire off an email proposing a day and time for the meeting, but ask people to suggest another time if that one is unacceptable.

After a flurry of emails and mutually acceptable date and time emerges.


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