11 Meeting Scheduler Apps to Boost Your Productivity This Year

Automations are key to improving efficiency. Set the system up right from the beginning and you’ll reduce the amount of no-shows and cancellations.

Whatever your business is, with automations, a meeting scheduler does more than just streamline appointment setting. They prime your workflow for maximum results.

A meeting scheduler is awesome if you use it right. Use it wrong and you can look like an arrogant elitist.

In this article, I will share with you 11 great meeting scheduling apps you can start using today to boost your productivity.

1. ScheduleOnce

ScheduleOnce is an industry leader and robust solution. Whether you work alone or have a large team, ScheduleOnce can support you.

ScheduleOnce allows you to create multiple users and multiple calendars. I use one calendar for booking podcast guests with automations set up to prep my guests for our interview. I use another calendar for strategy sessions and coaching calls.

ScheduleOnce also has embeddable widgets so you can keep the scheduler inside your own website.

Starting at $7 a month and a 14 day free trial, ScheduleOnce can fit a variety of needs in business.

Available on Web

2. Calendly

Calendly stands out for its clean, easy to use interface. If you like clean design, Calendly might be your choice. It too has robust automations and integrations for individuals and teams alike.

You can try Calendly free for 14 days. Their basic plan is free while their most robust plan is only $12 a month.

Available on Web | Google Chrome Extension

3. Assistant.to

For those who use gmail, Assistant.to is a super simple solution.

From inside an email, you click on the Assistant.to icon and pick times your free. Assistant.to embeds the times directly into the email so the recipient can quickly pick a time that works for them.

While it doesn’t have all the bells and whistles of apps like Calendly or ScheduleOnce, Assistant.to is completely free.

Available on Web

4. Acuityscheduling

Acuity is a robust meeting scheduler very similar to ScheduleOnce. It integrates with CRMs, Email Marketing platforms, Analytics tools and accounting software.

It comes with a 14 day free trial. They have a free solo account but if you want the benefit of the integrations, you’ll start as low as $15 a month and can cost up to $50 a month.

Available on Web | iOS | Android

5. Pick

Built for simplicity, Pick is direct and easy to use. You can create your own url extension like pick.co/yournamehere and it integrates with Google calendar and Office 365.

At $3 a month, this is a great tool for quick scheduling.

Available on Web

6. X.ai

For those who are early adopters of AI, this may be the solution for you. X.ai created two AI assistants they call Amy and Andrew Ingram. After setting up your account you simply CC them on your emails with the person you’re wanting to schedule and the AI assistants will email your guests from there until your appointment is set.

This type of scheduler feels more personal because of the dialogue. There are stories on their site of people thinking Amy and Andrew are real people. X.ai integrates with Google, Office 365 and Outlook.

Starting at $29 a month for an Individual account and $39 a month per user for a Team account, Amy and Andrew are ready to schedule meetings for you. Want to try it out first? They do have a free trial.

Available on Web

7. YouCanBook.me

is another competitive solution for scheduling meetings online. You can manage the calendars of your entire team, configure booking forms, and integrate with your calendar.

They have a free account branded with their company name or you can have some control over your branding and appearance at $10 a month for all their features. Either way, this company is worth a look.

Available on Web

8. Doodle

Doodle is unique in the space of meeting schedulers because it helps groups of people find a time to meet that works for everyone.

It integrates with your calendar and allows you to send a poll to all invited. Once people vote on the poll you can see which time works best for everyone.

You can also run polls for food preferences if you’re scheduling a lunch meeting or a section of town if people are coming from all over.

While there is a free account, you’ll unlock it’s potential starting at $39 per year.

Available on Web | iOS | Android

9. WhenAvailable

WhenAvailable is another scheduler that works for groups of people. You can use it to schedule a pickup game of basketball, decide on your next book club or book your family reunion.

Their free account allows up to 20 guests, unlimited events and one contact group. For $15 a year you unlock all the goodies including reminders and chat messages.

Available on Web

10. Rally

Like Doodle and WhenAvailable, Rallly is helpful for scheduling meetings and events with multiple people involved. You create a poll and everyone votes. It’s quick and easy.

Unlike Doodle, it doesn’t have as many features, but it’s entirely free.

Available on Web

11. NeedtoMeet

Finishing strong, NeedtoMeet is our last app that allows you to schedule meetings or events for multiple people. It has mobile apps, custom urls, easy polling, notifications and commenting.

NeedtoMeet also allows 1:1 Meetings for things like performance reviews for your whole team. You send out the your calendar slots to your team and they can only pick 1 slot, minimizing the amount of emails and scheduling you have to coordinate.

While they have a free account, you can unlock all features for only $19 a year.

Available on Web

Bonus: Don’t Make These Common Mistakes When Using Meeting Schedulers!

In the excitement of streamlining your scheduling process, it can be easy to forget the feelings of those you’re inviting to meet. I know. I’ve done this.

To say “Hey, schedule time on my calendar” feels colder than “Hey, here’s my calendar. To avoid all the back and forth, pick a time that works best for you.”

Always make sure to frame your invite with your scheduler app with the benefit to them and why we’re doing it this way rather than the old fashioned, personal way.

A little finesse goes a long way. Without it, you risk seeming transactional and cold.

Some meeting scheduler widgets you can embed in your site can take a couple seconds to load. If you go this route, make sure there’s text just above the widget that lets your guest know the calendar will appear below and to wait for it to load.

If you use an online meeting tool like Zoom, it’s also important to explicitly let them know the meeting will take place on Zoom and include the Zoom link in the email reminder. Many make the mistake of not clarifying where the meeting will actually take place which can create last minute chaos at the time of the meeting.

Should you require special settings, like ethernet, external mics or lighting, let your guests know that on your thank you page and reminder emails so they are prepared for the meeting and you end up with the best meeting possible.

With clear communication in your automation, your meeting scheduler tools can almost perform like a virtual assistant for a fraction of the cost, or free, depending on the app you choose.

The Bottom Line

Meeting scheduler apps are diverse in features and unique in design. Before committing to one and realizing it’s not a fit, I recommend exploring which 3 might best fit you and then doing a trial with each of them at the same time so that you can see how they feel as you use them side by side.

Scheduling meetings the old fashioned way can be tedious. Conversely, finding a scheduling app that works seamlessly in the background is heavenly.

Like cell phones, meeting scheduler apps are moving from a nice-to-have luxury to must-have necessity in the lives of productive people. As you explore your options, stay true to your brand and the tools that have worked well for you to this point and simply find a meeting scheduler app that plays well with what you have created.

More Project Management Tools

When it comes to being effective vs efficient, there are a lot of similarities, and because of this, they’re often misused and misinterpreted, both in daily use and application.

Every business should look for new ways to improve employee effectiveness and efficiency to save time and energy in the long term. Just because a company or employee has one, however, doesn’t necessarily mean that the other is equally present.

Utilizing both an effective and efficient methodology in nearly any capacity of work and life will yield high levels of productivity, while a lack of it will lead to a lack of positive results.

Before we discuss the various nuances between the word effective and efficient and how they factor into productivity, let’s break things down with a definition of their terms.

Effective vs Efficient

Effective is defined as “producing a decided, decisive, or desired effect.” Meanwhile, the word “efficient ” is defined as “capable of producing desired results with little or no waste (as of time or materials).”

A rather simple way of explaining the differences between the two would be to consider a light bulb. Say that your porch light burned out and you decided that you wanted to replace the incandescent light bulb outside with an LED one. Either light bulb would be effective in accomplishing the goal of providing you with light at night, but the LED one would use less energy and therefore be the more efficient choice.

Now, if you incorrectly set a timer for the light, and it was turned on throughout the entire day, then you would be wasting energy. While the bulb is still performing the task of creating light in an efficient manner, it’s on during the wrong time of day and therefore not effective.

The effective way is focused on accomplishing the goal, while the efficient method is focused on the best way of accomplishing the goal.

Whether we’re talking about a method, employee, or business, the subject in question can be either effective or efficient, or, in rare instances, they can be both.

When it comes to effective vs efficient, the goal of achieving maximum productivity is going to be a combination where the subject is effective and as efficient as possible in doing so.

Effectiveness in Success and Productivity

Being effective vs efficient is all about doing something that brings about the desired intent or effect. If a pest control company is hired to rid a building’s infestation, and they employ “method A” and successfully completed the job, they’ve been effective at achieving the task.

The task was performed correctly, to the extent that the pest control company did what they were hired to do. As for how efficient “method A” was in completing the task, that’s another story.

If the pest control company took longer than expected to complete the job and used more resources than needed, then their efficiency in completing the task wasn’t particularly good. The client may feel that even though the job was completed, the value in the service wasn’t up to par.

When assessing the effectiveness of any business strategy, it’s wise to ask certain questions before moving forward:

  • Has a target solution to the problem been identified?
  • What is the ideal response time for achieving the goal?
  • Does the cost balance out with the benefit?

Looking at these questions, a leader should ask to what extent a method, tool, or resource meets the above criteria and achieve the desired effect. If the subject in question doesn’t hit any of these marks, then productivity will likely suffer.

Efficiency in Success and Productivity

Efficiency is going to account for the resources and materials used in relation to the value of achieving the desired effect. Money, people, inventory, and (perhaps most importantly) time, all factor into the equation.

When it comes to being effective vs efficient, efficiency can be measured in numerous ways. In general, the business that uses fewer materials or that is able to save time is going to be more efficient and have an advantage over the competition. This is assuming that they’re also effective, of course.

Consider a sales team for example. Let’s say that a company’s sales team is tasked with making 100 calls a week and that the members of that team are hitting their goal each week without any struggle.

The members on the sales team are effective in hitting their goal. However, the question of efficiency comes into play when management looks at how many of those calls turn into solid connections and closed deals.

If less than 10 percent of those calls generate a connection, the productivity is relatively low because the efficiency is not adequately balancing out with the effect. Management can either keep the same strategy or take a new approach.

Perhaps they break up their sales team with certain members handling different parts of the sales process, or they explore a better way of connecting with their customers through a communications company.

The goal is ultimately going to be finding the right balance, where they’re being efficient with the resources they have to maximize their sales goals without stretching themselves too thin. Finding this balance is often easier said than done, but it’s incredibly important for any business that is going to thrive.

Combining Efficiency and Effectiveness to Maximize Productivity

Being effective vs efficient works best if both are pulled together for the best results.

If a business is ineffective in accomplishing its overall goal, and the customer doesn’t feel that the service is equated with the cost, then efficiency becomes largely irrelevant. The business may be speedy and use minimal resources, but they struggle to be effective. This may put them at risk of going under.

It’s for this reason that it’s best to shoot for being effective first, and then work on bringing efficiency into practice.

Improving productivity starts with taking the initiative to look at how effective a company, employee, or method is through performance reviews. Leaders should make a point to regularly examine performance at all levels on a whole, and take into account the results that are being generated.

Businesses and employees often succumb to inefficiency because they don’t look for a better way, or they lack the proper tools to be effective in the most efficient manner possible.

Similar to improving a manager or employee’s level of effectiveness, regularly measuring the resources needed to obtain the desired effect will ensure that efficiency is being accounted for. This involves everything from keeping track of inventory and expenses, to how communication is handled within an organization.

By putting in place a baseline value for key metrics and checking them once changes have been made, a company will have a much better idea of the results they’re generating.

It’s no doubt a step-by-step process. By making concentrated efforts, weakness can be identified and rectified sooner rather than later when the damage is already done.

Bottom Line

Understanding the differences between being effective vs efficient is key when it comes to maximizing productivity. It’s simply working smart so that the intended results are achieved in the best way possible. Finding the optimal balance should be the ultimate goal for employees and businesses:

  • Take the steps that result in meeting the solution.
  • Review the process and figure out how to do it better.
  • Repeat the process with what has been learned in a more efficient manner.

And just like that, effective and efficient productivity is maximized.

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