Overcoming Common Meeting Scheduling Challenges for Seamless Collaboration

dynamics 365 appointment calendar

Meetings are essential when considering enhancing productivity with the internal team, partners, or clients. They play an important role because when teams and people collaborate, they can brainstorm better, make fruitful decisions, and manage projects efficiently. However, things go haywire when you don’t have the right tools to Meeting Scheduling or collaborate with the concerned stakeholders! 

A Harvard Business Review case study states that 65% of senior managers surveyed claimed that meetings prevent them from finishing their work. 

It’s not uncommon for meetings to turn out unproductive! One reason could be mismanagement during scheduling them. 

Moreover, with so much unproductivity surrounding meetings, how do we expect them to help teams collaborate seamlessly and generate outstanding results? Well, the answer is – better calendar management! Teams can overcome several meeting challenges using a tool like Dynamics 365 Calendar

In this blog, we will uncover some common meeting challenges and how you can solve them using a simple calendar management tool. 

Top Meeting Scheduling Challenges and How to Resolve them 

Several challenges can derail scheduling the meeting properly. But let’s look at the top 6! 

  • Conflicts in scheduling 

One common meeting scheduling challenge people face is finding a mutually available time slot. 

When too many people from different departments need to conduct a meeting, finding the right time that works for all gets difficult. 

This usually results in a lot of back-and-forth to discuss availability via messages, emails, or calls. Moreover, such a situation creates several issues when businesses need to make a quick decision. 

One report reveals that around 62% of agency leaders face difficulties with resource scheduling when managing a project. It is only reasonable to assume that this percentage has increased over time. 

Solution: 

Using Dynamics 365 Calendar for CRM is the perfect way to overcome this challenge. The scheduling tool incorporates the ‘Group Events’ feature that only displays the meeting slots when all the selected team members are available. 

Leaders or managers can easily see when each member is open to discussion and can easily book the slot. Once the meeting is booked, all the members receive an email notification of the scheduled meeting. However, the email notifications only work if you have configured the settings on the calendar. 

  • Collaborating across different time zones 

Collaborating with people in different time zones can be challenging when scheduling a meeting. It is easy to miscalculate timing, leading to confusion, rescheduling, or cancellations! 

You need to know the person’s schedule and calculate the time zone. Although multiple tools available online for Dynamics 365 can calculate the time for you, it would add to your workload! Furthermore, you need to check for any possible schedule overlaps or simply communicate with the client or team member over different mediums to confirm their availability. 

Sounds overwhelming, right?  

Solution: 

You can only tackle this challenge by using the Global Event feature in Dynamics 365 Calendar. This brilliantly developed feature automatically finds the most convenient meeting slot for you and your client or team member.

This feature is great for setting up 1:1 meetings. It also saves time and unnecessary back-and-forth. 

  • Double booking 

Managing multiple calendars can be challenging because you need to keep up with everything simultaneously. You have to be extra careful when booking appointments on these calendars! 

Overbooking meetings can lead you to rush into last-minute changes or cancellations. In other words, it can get really unproductive for you to handle double bookings. 

If you’re wondering what double booking is, it occurs when you have a meeting booked in two or more calendars at the same time slot. 

Solution: 

To avoid such conflicts, it is best to use the Dynamics 365 Calendar. The meeting scheduling tool integrates a two-way sync feature!  

Put simply, Calendar 365 integrates with Google Calendar and Microsoft Outlook. Therefore, you can avoid missing opportunities to book double meetings. 

Suppose a meeting is already booked on one of the calendars; that slot will be blocked on Calendar 365, eliminating the chances of any further bookings for the same slot. 

  • Unintentionally overpromising availability 

Imagine a scenario where you overpromised a one-on-one session with your team or client. Say you didn’t check the schedule and promised a client to get on with a discussion on a selected date. However, when you checked your calendar, you discovered that you already had a prior commitment scheduled for that day.  

In such cases, you face higher chances of disappointing the client or losing an opportunity. This challenge may not occur frequently. But when it does, you can land yourself in big trouble!

So, how can you avoid overpromising your availability for important clients and resources?

Solution: 

The answer is by offering a pre-defined availability preference. This simple preference list can save you from overpromising on more commitments. Moreover, you can get personalized links so the client can see when you are available for a meeting and accordingly schedule it. 

Here’s how your personalized scheduler will look on the Dynamics 365 Calendar: 

 

Your clients can easily pick your name, see your available time slots, and create and book an appointment. Moreover, they can select the type of appointment they want to book: an intro call, a discussion call, or a demo call. 

The best part about Calendar 365 is that you can add custom hours and generate a link that anyone, whether a CRM user or a non-CRM user, can use. 

  • Inefficient use of meeting time

Another common reason meetings get sidetracked is the lack of an agenda. Even if the agendas are there, the meeting’s stakeholders might overlook them or forget they have an agenda to go through before the discussions begin. 

Going off-topic or lacking a proper agenda can make your meetings highly unproductive, leading you to waste time rather than coming up with something useful. 

How can you avoid this? 

Solution: 

You can easily avoid this situation using the ‘add and view notes’ feature in Dynamics 365 Calendar. 

This simple-to-use feature is handy because it allows people to add the agenda to the notes and upload important images or documents for the meeting. 

Now, anyone who gets the meeting stakeholders can see the notes and agenda, eliminating the chances of them missing out!

  • Mobile Accessibility 

Managers and participants may want to access the calendar tool remotely. On-the-go access allows them to check their schedule regardless of their location and the availability of a personal computer. Moreover, who doesn’t want the ease of using calendars at their fingertips? 

Furthermore, mobile accessibility will allow them to avoid scheduling conflicts and miscommunications. However, the challenge is that not all the calendar tools for Dynamics 365 come with mobile accessibility.  

Solution: 

The Dynamics 365 Calendar is compatible with mobile devices! Therefore, you can easily manage your time, tasks, activities, and other appointments seamlessly from anywhere. 

The mobile-compatible Calendar 365 plugin for Dynamics works efficiently on multiple handheld devices, like smartphones and tablets! 

What Else Can You Do with the Dynamics 365 Calendar? 

Here are a few functionalities you can perform using the calendar tool for Dynamics 365. 

View upcoming events 

CRM users can easily view upcoming activities. By navigating to the ‘Upcoming Events’ section, they can see every activity, from scheduled appointments to tasks. They can also view all the events by sorting them according to day, week, and month. 

By choosing resources like accounts, marketing, client onboarding, and so forth, you can also view these upcoming events. 

Follow-up appointments 

Using the Dynamics 365 Calendar, you can easily create follow-up meetings with clients or team members. There are two ways to create a follow-up appointment and schedule another appointment within a few clicks. 

  • From the ‘All Appointments’ menu 
  • Using the option available in the ‘Inside Appointments’ menu! 

Share the appointment activity 

You can simultaneously share the appointment activity with your team while creating it. To share the activity, you can pre-select all the CRM records with which you wish to share the appointment. 

In addition, you can easily remove the records as per your requirements. To set the appointment, all you have to do is tap on the ‘Create’ button. Simultaneously, the appointment will be shared with the selected members. 

Once you create the appointment, it will automatically appear in the selected member’s calendar, and they will receive an email about it! 

Be mindful of how you schedule meetings 

Undoubtedly, better business outcomes are difficult to achieve without meetings. Although there are many challenges, using the right tool, like the Dynamics 365 Calendar, can help you overcome them without any hassles. 

This tool is ideal for scheduling meetings with the in-house team, whether they are working remotely or in hybrid mode. Using the calendar plugin for CRM, you can also set client meetings! 

Address the mentioned solutions to meeting scheduling challenges with the calendar tool. Make your meetings much more productive than ever by being mindful of how you schedule them. 

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