The perfect date
or how to take your hosting skills to the next level
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If you're like me, you have never had more meetings than today. In times when Meet has made video conferences something mundane (when was the last time you struggled with the five-figure Cisco equipment in that wood-paneled room?), meetings are becoming ever more frequent.
Here's a ranty post about some ways in which we could make each others' lives easier - including our own, by properly using our scheduling software.
Yes, ranty posts about calendar invites.
With Calendar, everyone can be a star host.
Do this:
Do this:
So it looks like this
So it looks like this
and not like this!
and not like this!
1. Make the title short and sweet
1. Make the title short and sweet
Just like your email subjects (right?). Can you do 4-5 words?
Minimalistic bliss.
Long titles get cut off, especially on mobile.
2. Use the location for ... locations
2. Use the location for ... locations
... as in physical locations that exist on a map. A floor or an office is also ok if your territory hasn't yet uploaded rooms into Google, but please do not include Meet links. Even worse, do not say that there's a hangouts link somewhere, just not here! This is my pet peeve #1. This isn't Where's Waldo - there is a dedicated Meet link field to put proper info.
People used to insert Meet links like this (all over the place) because some clients, notably Apple Calendar, can't handle Meet links. This is now better: When properly inserting Meet links, they will now be shown as plain text on Apple Calendar.
On a more serious note: When you copy-paste Meet links around, you risk re-using old links and this can get you into serious legal trouble, especially if you record conversations and aren't the owner of that Meet link. (Unsure how Meet ownership works?) The safe way? Always create fresh Meet links.
Proper location and proper Meet. See how you can join right away and see dial-in information?
If you include both Meet and a location, be sure to explain who should join what.
If you include both Meet and a location, be sure to explain who should join what.
Just don't.
No Meet on your schedule! I wonder if somebody squirreled away an old link inside the invitation's text body?
3. Be concise in your invitation text
3. Be concise in your invitation text
If you need to explain what this all is about, you're either an email minimalist (and I tip my hat) or you shouldn't be holding that meeting with these people in the first place. Especially for recurring meetings, long invitations are annoying.
Nice and simple.
It looks that bad in Meet. Text. Lots of text.
4. Attach links as Drive links
4. Attach links as Drive links
Calendar lets you insert attachments and insert links. Although attachments are technically links, there's a difference:
When saving a calendar event with attachment, Calendar checks if all guests have access.
When joining a (properly inserted...) Meet, Meet will display the attachments in a tab for easy access.
Attachments look nice (with their proper titles and icons) instead of cryptic Drive URLs.
If you just paste in links, none of this will happen. Use insert links only for websites ("Please confirm at marriott.com").
Attachments in their proper place help Calendar be smart.
There are many ways to upset people in the invite's body.
Summing it up: Dates from hell ...
Summing it up: Dates from hell ...
... and dates from heaven.
... and dates from heaven.
Bonus: Only slightly annoying things
Bonus: Only slightly annoying things
Don't use "speedy meetings". Setting a meeting to 50 minutes (or better 25 instead of 30) has never stopped a meeting from going until the hour. Better make it 30 or 45 minutes and make an effort to finish on time.
Invite too many people. Go ahead and make people optional. If you're optional, feel free to skip.
Not using the amazing rolling meeting minutes but sending little documents for every instance of recurring meetings.
If you're feeling pangs of guilt and want to improve your existing invitations: You can probably do so without those pesky "Updated invitation" emails. Here's how.
</rant> My blood pressure is coming down - we're a meeting-heavy nowadays, so let's make the meetings easier and more productive. That starts with solid preparation, of which considerate invitations are a part. Thank you for reading!
#calendarPublished 2019-06-25 by Holger Matthies.Modified 2019-06-25 by Holger Matthies.Written listening to PARITY - Cirrus (extended mix)
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