Setting up effective meetings using Google Calendar.

Working with customers across the world, Peter Doak Global has developed an array of collaborative techniques. One of the most important is arranging meetings correctly, whether online or offline.

How to set up a meeting using Gmail & Google Calendar.


How to set up a meeting using Gmail & Google Calendar:

First, agree on a meeting time. When working across multiple time zones we suggest World Time Buddy to ensure you and your customers are talking about the same time. GMT 5pm is very different than EST 5pm.

When working with global customers, refer to meeting times in their time-zone. This will make it easier for them to decide on a suitable time for your interaction.

Connecting up the technology.

Open Google Calendar and find your agreed-upon time. Google Calendar displays time in your specified time-zone. If you are in GMT, and your customer is in EST, the agreed-upon time requires translation into their correct time-zone, again using World Time Buddy.

Create the meeting.

Click the “create” button in the top left hand corner of the screen.
Input a name for your meeting. Remember, this is an opportunity to ensure your name is visible on your customer’s calendar. “Meeting with James,” if your customer is named James, will be understood, but it is a potentially missed opportunity. The name for the meeting could benefit by a more specific event name, such as “Digital Marketing Discussion with Peter Doak Global.” It’s a bit more wordy, but also more eye catching.

Timing and further details.

Select the date, time, and duration for your meeting.

If your meeting is offline, enter the meeting location.

If your meeting is online, enter conference call details, Skype handles, and anything else necessary for collaboration in real-time.

Fill in the description with supporting agenda information for the call.

Adding your guests and sending your invite.

Enter guests’ email addresses into the available box on the right hand side of the screen.

Click ‘Save,’ and respond to the pop-up box asking whether to send invitations.

There you have it. Notifications will arrive in either Gmail or a text message as guests accept.

Your meeting could look like this…


Oh, and when it’s all arranged, don’t forget to actually attend!


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