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Scheduling Kids Activities as a Working Parent

By Choncé Maddox | Scheduling | No Comments

Being a working parent can make your life extremely busy by itself. That’s not even including scheduling kid’s activities in as well. With students back in school and fun activities now more of an option, it’s only natural that kids will want to do more, and as a parent, this will fill your weekly schedule. However, kids can thrive in these activities and learn so much. They keep children busy and are also a great way to meet new friends.

Instead of getting overwhelmed by scheduling kid’s activities, the key is to establish a routine and start working these after-school activities into your current schedule.

Here are a few ways to help carve out the time and energy for the kid’s activities as a working parent while still balancing and finishing work in other areas of your life.

Specify Your Daily Schedule First

The great thing about scheduling kid’s activities is that you’re in charge of which days and times you sign up for. So be sure to look at your current Calendar first to see when the best time would be to add an activity. Now, you may not be able to fully control precisely when practices or meetings are, but knowing when you’d have free time can help you narrow down the best kid’s activities for the current season you’re in.

Establish a Good Routine Post Work

Once you have your schedule settled in, a crucial aspect is establishing a good routine once you’re out of work. Your routine is key because if you don’t get tasks done between getting home and bringing your child to a program, you’ll be in bad shape.

Go in with a game plan and use that time block between work to schedule important prep tasks. For example, your game plan could include preparing dinner, household chores, or errands. If you have other kids around the home, assign them a household chore as well and get organized.

If your partner is home around the same time and can help too, that’s even better. Divide and conquer. You can also intentionally schedule fewer things on activity days. By narrowing down your schedule and keeping a detailed calendar, you can prepare by having dinner cooked in advance or ordering out on busy days. You can also have your kids do their chores the night before to clean the house or postpone errands to a less busy day.

Utilize After-School Transportation

If your child is doing an after-school activity and transportation is provided, be sure to take advantage of that. For example, if basketball practice runs directly after school until 5 pm, this can give you more time to finish up work tasks and take care of other responsibilities. In addition, joining activities through the school means your child doesn’t have to leave campus, and there may even be transportation options afterward.

If transportation is an issue, see if you can team up with another parent and carpool. For example, assign a day or two where you can pick up your child and a friend from their activity and another day where the other parent can take over that responsibility.

Limit Activities and Consolidate Other Tasks

Avoid overwhelming yourself with too many activities. No parent wants to be running around across town every afternoon. Know your schedule and limit yourself to maybe one-weekday activity and one-weekend activity. Or, alternate if you have a few kids. For example, one child could do an activity in the fall while another child does an activity in the winter or spring.

In addition to limiting activities, try to consolidating other tasks to free up more time. One example is to prepare simple dinners on activity days. Whether it be 15-minute meals, crockpot meals, or grab-and-go options, these are just a few of the ways to consolidate dinner and make it easier to get back out the door. For those dinners using plastic, utensils can help you avoid a pile-up in your kitchen sink. Be sure to stock up on paper plates, cups, forks, and spoons. That way, you are filling up the garbage can instead of the dishwasher or kitchen sink.

If your kids have study hall at school, encourage them to do homework during that time or stay after class one day of the week for tutoring from the teacher. Having children manage homework directly at school can limit time spent doing homework at home and clear their schedule for an activity. In addition, I have found that managing homework in a more business-like manager can help teach and prepare kids for working in an office.

Order things online to save time spent at the store and consider using local grocery pick-up options. As a family, you can also deep clean your home once a week or hire someone to do it, so all you have to do is maintain it during the weekdays.

Use Your Calendar!

Another way to get or stay on track is by utilizing your Calendar every day. It may sound like a small part, but this is one of the most important. Life is busy, and things can get skipped or forgotten. So you shouldn’t set an expectation for yourself to remember every little thing and keep every little appointment.

If you have everything on your Calendar, then you should be in a good place. Calendar makes it easy to schedule out your days that way, you can turn your attention to the things that matter. Calendar strives to help you organize your schedule. One tool is the smart scheduling link which enables you to avoid the back and forth emailing to schedule meetings with other people.

It’s also easy to add any events on Calendar, and you can even connect calendars that sync with Outlook and Google. But, of course, the other benefit to syncing these calenders is having everything in one place, so you know what time slots you have open and what days are your busier ones.

Summary

Scheduling kid’s activities as a working parent and maintaining your sanity is possible. Work is essential; we all need to make money to take care of everyday expenses.

Working as a team with coworkers — and working as a team, especially in your own home is essential. But, as always, staying organized is your key to success.

Try to make time to allow after-school activities for your children. The reality of after-school activities for our children can make all the difference to their success when they enter the adult world.

Please take some steps to make your child’s world a great place to come from — and remember. Hopefully, these steps can help you make it all work.

6 Reasons Why People Love Appointment Software

By Jason Barnes | Appointment | No Comments

How to Use Appointment Software to Get More Customers This Fall

Whether you’re a small business owner or you manage a large group of people, you could probably benefit from appointment software. Not only does this software provide your customers with 24/7 service, but it can also make your life much easier. Instead of having to manage your own calendar, it can be managed for you. The best part is because appointment software offers mobile-friendly features, you can keep track of your schedule wherever you are.

In this article, we highlight six reasons why people love appointment software:

1. Schedules Appointments for You

You might not realize it, but scheduling appointments can be very time-consuming. Checking your personal calendar against your client’s availability, sending out appointment invitations, and setting up reminders takes time. Even just 10 minutes a day can add up, especially when you’re scheduling meetings with multiple clients throughout the week.

With appointment software, you don’t have to spend that time. The software will update your schedule for you and even tweak appointments so they fit better within your schedule. Some appointment-scheduling solutions can color-coordinate your calendar, identify first-time clients, schedule recurring calls, and more.

2. Offers a Mobile-Friendly Interface

Let’s face it, having the capability to schedule appointments on the go is a game-changer. Luckily, several types of appointment software come with their own apps, some of which users can download and use on their mobile devices. This makes it easy for business owners to navigate their schedules regardless of where they’re located.

Alternatively, some appointment software features a mobile-friendly interface. Users don’t have to download the app to schedule a meeting or make a payment. Instead, they can take advantage of the website’s mobile design and do everything from there.

3. Offers Enhanced Security Features

Security is another benefit of online appointment software. These days, systems of all kinds have become more advanced in their efforts to deter potential security breaches. The same is true with appointment software. Most appointment systems you can use today include features to help keep both you and your guests safe.

A majority of these solutions use cloud storage, which prioritizes cybersecurity. Instead of putting pen to paper (and risking your clients’ information being seen by untrustworthy eyes), appointment software keeps everything in a central, safe place.

You can also set up most appointment software systems to default to your chosen virtual meeting platform and corresponding phone number to facilitate virtual appointments. Whether you prefer Zoom, Google Meet, Webex, or another meeting space, you can connect without giving away your personal phone number.

4. Appointment Software Schedules Your Breaks for You

Chances are, you’ve heard how important it is to take breaks while you’re working. But do you? Probably not. If you have a demanding job, stepping away from your computer might seem more like a luxury than a necessity. Well, according to a University of Illinois study, taking breaks in the workplace is critical.

The study discovered that the human brain’s attention decreases when working on a single task for a long period of time. While you might want to keep going until a project is finished, doing so could negatively impact your work. To ensure you’re performing at your best, schedule breaks during the workday. Luckily, appointment software can help you with that.

All you have to do is schedule breaks the same way you’d schedule recurring calls with clients. Just make sure you follow through with your breaks, instead of ignoring them.

5. Helps You Stay on Top of Your Finances

Appointment software doesn’t just keep your calendar organized. It can also help manage your company’s finances. By integrating appointment software into your business, you avoid the chance of missing important financial deadlines that could negatively impact your company.

For instance, you can schedule reminders for bill payments to vendors. Expecting an important payment? You can set up notifications for when invoices are at their 30-, 60-, or 90-day due dates. And of course you can use appointment software to schedule important tax filing deadlines.

6. Appointment Software Creates a Better Customer Experience

As a business owner, you know the importance of providing your customers with a great experience. With so much competition out there, you need the ultimate booking software to make your life and your customers’ lives easier. An online appointment solution means you’re always available whenever your clients need you.

This is important, especially when you consider the statistics. According to research, 25% of clients under the age of 35 will only book appointments online. Believe it or not, 35% of clients would rather schedule appointments after hours than during the workday. So consider integrating 24/7 appointment software so your clients can reach your business at the time that works best for them.

Your business might be doing well. But chances are, it could be doing even better by integrating the right kind of software. Given all the reasons to love it, online appointment software could be your best choice.

Great Shared Calendar Apps for Startups

By John Rampton | Scheduling | No Comments

app It may not be at the top of your priorities, but sharing a Calendar with the rest of the folks in your startup is a must. After all, it’s the best way to keep everyone on the same page. It also boosts productivity and prevents precious time from being wasted. But, creating and managing your team’s calendar starts and ends with the right calendar app. And, here are ten of the best options for startups.

1. Calendar

Calendar is a time management and scheduling tool that eliminates those lengthy back-and-forth communications when setting up an event. Instead, share the app’s scheduling link, and it does the rest of the work for you. It’s not magic, if you’re wondering. Instead, Calendar relies on machine learning so that it will make smart suggestions on how to schedule your next meeting.

But, that’s just scratching the surface. Calendar also uses machine learning so that you can add new events quickly. It’s also time zone friendly, meaning that it takes care of availability for you — as opposed to you attempting to figure this when traveling or scheduling meetings with remote teams. Finally, Calendar integrates with your Apple, Google, and Office 365 calendars so that you have one real-time view of your life.

2. Google Calendar

Is this an obvious choice? Sure. But, Google Calendar has proven to be one of the best online calendars on the market. Mainly this is because it’s easy to use and comes packed with features that allow you to get the most out of it, such as color-coding and sharing your calendar via email or embedded link.

Google Calendar also allows you to add your team’s calendars, create out-of-office messages, and add events with natural language. Also, because it’s part of the Google suite of tools, your events from Gmail are automatically added to your calendar. And, you can share and collaborate on docs, spreadsheets, Keep, and Jamboard.

Even if you can’t use the free version, this is still an affordable option. Business plans start at just $5 per month.

3. Any.do

Any.do is more than just a calendar app. It’s one of the best tools to house your agenda, to-dos, and goals. As a result, it’s arguably one of the best options to keep you and your team organized and productive.

There are also some pretty cool features within the app. For example, there are location-based reminders and the option to receive your agenda every morning. In addition, the color-coded dots for all of the events in your calendar make it easy to identify what you have on the docket for the day.

Any.do does have a free version. However, for teams, you may want to switch to the premium plan, which starts at $2.99 per month.

4. Teamup

This tool was designed specifically with groups in mind. As a result, you can schedule assignments, track progress in real-time, and share calendars with everyone on your team. And, you can organize all of this information by using color-coded sub-calendars.

One of my favorite things about Teamup is that you don’t need an account to access your calendar. That means anyone you share your calendar with a view without having to waste time logging in. Best of all, for small teams, it’s free. For larger one’s plans start at just $8/month,

5. Calendly

Calendly is another calendar app that makes scheduling a whole lot less stressful. Less stress because it reviews your existing calendars, and checks your availability. You then share your availability with others, and they pick a time when they’re free.

You can then set buffers between meetings and block last-minute meetings requests. There’s also time zone detection, and it works with a wide range of apps like Zapier, Salesforce, GoToMeeting, and Stripe.

The basic plan is free. But, if your startup has various event types planned each month, you’ll need to get with a paid plan. The premium version is $8 per user/per month.

6. Float

Float is a scheduling and planning tool. It provides real-time scheduling updates and the ability to edit events through drop-and-drag. You can also create recurring events and receive reports to help you improve your efforts.

There are also features like time-off tracking and overtime alerts for your full-time staff. But, if you’re working with contractors, you add short-term gigs. It also plays nice with iOS, Android, Slack, and Zapier. And, there’s a flat fee of $5 per person scheduled per month.

7. Plan

Described as part calendar and part project manager, Plan goes beyond creating and sharing a team calendar. There’s the ability to create agendas and a working timeline. The team feed can be useful when working together on a project since you can see what’s been completed and solicit ideas.

Plan organizes all of the data you have stored in your calendar, email, Salesforce, Zendesk, and Github. Doing so means that all relevant projects and scheduling information are in one convenient location. Because of this, teams report that they save 15 hours per week.

The plan is free if your startup has no more than four users. For larger groups, the premium plan is $6.67 per user per month.

8. Woven

Woven is an intelligent calendar app that uses a visual graph for scheduling and planning. As a result, you can see how you’re spending your time so that you can better manage your days. The app also comes with a virtual assistant that handles all of your scheduling for you.

It also lets your team collaborate on any upcoming events. You can share your schedule via email, text, and Slack to speed up the scheduling process. As of now, Woven syncs seamlessly with Google and G Suite calendars. However, the free tool is working on Office 365 integration.

9. Teamweek

Teamweek is another tool designed with teams in mind. It also takes a more visual approach to planning and scheduling the projects within your startup. Teamweek lets you see what everyone is working on, as well as their progress so that you can hit the goals you’ve set.

Additional features include project roadmaps and timelines for your team. There’s a free plan if you have fewer than five people. But, for larger teams, you’ll have to select a paid plan for $39/month.

10. Trello

Trello is a project management tool. Because of this, it’s ideal for assigning and keeping tabs on tasks and projects. But, what sets it apart from other similar tools is that it uses digital boards.

How does this work exactly? Well, let’s say that you handed off an assignment to someone. You would place a card on the board. Now, when switching to the calendar view, you can see when the task is due. Additionally, you’ll be able to see all due dates on that specific day, week, or month.

8 Rainy-Day Initiatives to Add to Your Online Calendar

By Deanna Ritchie | Scheduling | No Comments

Rainy-Day Activities for Your Online Calendar

There’s no need to wish for the rain to go away — especially right now — we need it so desperately right now. Not only is any precipitation great for the planet — but it gives you an excuse to tackle some indoor projects. The sun will be back soon, and you’ll have plenty of time for those outdoor activities. Unsure of what to do with your rainy days? If you look around, you’ll always find something. It’s just a matter of finding a spot in your online Calendar.

I like to have a rainy day list, so there is no decision to be made — just grab out your list, and you’re in business. Get your list ready now — have your tools in a to-go tote or to-go book bag — and you’ll be excited and ready to grab your supplies (which are always on hand) and go to work.

BTW — I also have a Windy and Snowy day Calendar list. It’s not that you’re stuck indoors, exactly — it’s that you can take a moment to think differently on your Rainy, Windy and Snowy days. You can vary your thinking process to keep your life interesting and supple — and add some deep joy on Rainy, Windy, and Snowy Days.

Rainy Day Ideas for Your Online Calendar

These eight indoor projects are great additions to your Calendar when rain is in the forecast:

1. Clean Up the House

No matter how hard you try, your home will never be entirely clean. So a rainy day is the perfect opportunity to catch up on house cleaning.

Plan a “spring cleaning” (or fall cleaning) in your online Calendar for the next rainy day in the forecast. Clean the countertops, dust the furniture, move the furniture and vacuum the carpets — and generally give your whole home a polish.

Home improvement projects are also great for a rainy day. Take this opportunity to do some painting or remodeling inside with the time you might’ve spent out in the yard.

2. Read a Book

Is there a book you’ve sworn to read that’s collecting dust on your shelf? Now’s your chance to finally crack it open. For one — if you really want to read a book, read it — don’t wait for a rainy day. But sometimes I find something wonderful in a book — and I save it for this type of opportunity.

There are so many great reads out there to choose from, from creative fiction novels to inspiring self-help books. Scheduling reading time in your online Calendar will make sure you capitalize on a rainy day opportunity.

Reading isn’t just an enjoyable pastime; it’s also incredibly beneficial for your health. Regular reading strengthens your mind, reduces stress, and may even help you live longer. That’s not to mention the lessons we can learn from the greatest minds around the world.

3. Have Some DIY Fun

Taking charge of a project and seeing it to completion can be incredibly gratifying. In addition, tackling a do-it-yourself (DIY) project allows you to develop your skills, discover new hobbies, and refresh your home.

There are countless DIY projects you can tackle. I like to watch for these projects at the quilt store and the hardware store — like watch for some crazy, wild creative pursuit. One time I took pieces of scrap metal (I cut it up) and threw the metal pieces against a piece of pine — then glued the metal on the board where it would have stuck in if I’d tossed hard enough.

It was a blast. When else would I feel I could just relax and do something free like that? Not with the hustle of work — no way — but a rainy day weekend was great. Perhaps you want to try your hand at woodworking to add some handmade decor to the house, or maybe you want to put together a craft to do with your kids. The possibilities are endless.

4. Prepare Next Week’s Meals

Meal preparation helps you eat better throughout the week. Put together a grocery list, put meals on the Calendar, and prepare them as a batch. With meal planning, you can control everything you eat, limiting the amount of fast food, snacks, and junk food you put into your body.

Not only will meal planning improve your health, but it will also save you money. Cooking from home is less expensive than eating out, although it does take some more time and effort. That’s why those rainy days are the perfect time to buckle down and get it done. Having meals ready for the rest of the week is worth it.

While you’re thinking about it, you can clean out the kitchen drawers and under the sink. If you’re low on sponges and disinfecting sprays, be sure you make a note on your grocery list.

4. Hold a Planning Marathon

This is where your online Calendar really comes in handy. When a rainy day disrupts your plans, take the time to make some new ones.

Your weekly and monthly plans can be as detailed as you’d like. When you hold a planning session, you’re able to fit more into your Calendar earlier so that other non-essentials take over your essentials. If you struggle with balancing your activities and responsibilities, then this is the perfect rainy day project for you

5. Clean Out Your Inbox

Managing your email can take a lot of time. If you run a business or work at one that relies heavily on email communication, you’ve experienced the overload and unanswered emails firsthand.

When a rainy day slows things down, take the time to clean out your inbox. Respond to all necessary emails and delete anything that’s not needed. You can even create some folders, such as “read” and “responded to,” to keep your inbox more organized for the future.

6. Make All Your Calls

Got a list of people you’ve needed to talk to? Give them a call while the rain pours down. You can reach out to partners or clients, but don’t forget to give grandma a call as well.

To avoid dropping in without warning on those who wouldn’t appreciate it, you can send scheduling links asking them if they are available for a call that day. Professionals like salespeople and investors can’t always take calls on a whim. You can schedule calls and get many people contacted, as you blast through your home cleaning if you put people on a Calendar schedule and keep calls to about 30 minutes.

7. Purge Your Paperwork.

If your filing system is full of old bank statements and mailers, take a rainy day and toss the junk. Keeping things organized saves you a lot of time and effort in the long run.

When the rain hits, block off time in your Calendar to go through your documents. Remember to save tax forms for at least three years. Shred or burn anything sensitive, so the information doesn’t fall into the wrong hands.

Conclusion

You may not be able to take off work on a rainy day — but learn to appreciate rainy days as your friend. If you live by the ocean — it looks overcast every day, and it’s not rainy. You can get so much done during a rainy day if you put your mind to it. To hold yourself accountable, schedule your activities in your online Calendar.

I also have a windy day schedule and a snowy day schedule on my Calendar. Windy and Snowy days look somewhat like my Rainy day schedule. I used to sell paintings — but I don’t anymore (It’s hard to make a living in visual arts). On Snowy days, I pull out my artwork tools and force myself to begin a new piece. Maybe this piece will be for someone for the holidays or for a client. On Windy days — I try to write a piece of music or practice the piano in a deeper way.

The main point is — use these days as a reminder: rainy, windy, snowy — and catapult your beloved work to a new level. You’ll be amazed at how much richer your life will be — and how much you can accomplish in a few hours spent differently on those days.

Moving? Make it Easier With an Online Calendar

By Choncé Maddox | Scheduling | No Comments

Moving to a new city can be equal parts exciting and nerve-wracking. It can also be a logistical nightmare if you’re not prepared for the challenge. There’s no need to make moving harder than it already is. You will likely move many times in your life for a variety of reasons. Learn how to make the best of the moving process. To make moving as easy as possible, leverage your online calendar.

An online calendar is a wonderful time management tool will help you break down the project at hand, so it’s more easily managed. Check out these 7 online calendar tips for your upcoming move:

Go on a Shopping Trip

What kind of materials do you need to accomplish your move? In most cases, this means acquiring an absurd number of boxes and bags to store your belongings. However, if you don’t have enough, make a trip to get everything you need.

An online calendar can help you plan the most efficient shopping trip ever. Track the best times to miss crowds and traffic, and organize your to-buy list, so you don’t forget a thing.

Hold a Yard Sale

Getting rid of some clutter makes packing up a lot more manageable. Of course, you could throw some stuff away, but you might as well try and land some extra cash by holding a yard sale. Use your online calendar to plan your sale days in advance, leaving enough time to advertise it to the community.

For anything you’re unable to sell, consider donating it to a local charity. This will be one final act of goodwill before you pack up and leave the place you’ve called home for so long. If you have family and close friends around, you can send some gifts to them as well. Many young families will jump at hand-me-down clothes or baby toys.

Organize Your Packing With Your Calendar

Once your move is in the works, you’ll need to start packing up your belongings. This will take a lot of time, and isn’t a task you want to put off until the last minute. To ensure it’s all done promptly, organize your efforts with an online calendar.

With this planning tool, you can set aside time every day to chip away at your packing. This way, you can log continuous progress up until the day of the move. Then, stick to your packing schedule, and there will be little to do once that day arrives, saving you a lot of stress and headache.

To further organize your packing, you can break down your time and where you concentrate your efforts. Your schedule can look a little something like this:

Monday – Pack any kitchen appliances and dishes you won’t be needing
Tuesday – Clear out and box up storage closets and bathroom cupboards
Wednesday – Pack the basement and deep clean
Thursday – Bubble wrap and box up pictures, wall decor, memory albums, books, and any fragile household items
Friday – Pack up guest and laundry rooms as deep clean

Of course, the days and tasks are totally up to you. The important thing here is that focusing on singular tasks will help you be more effective than just chipping away at random little things.

Plan the Trip Using Your Online Calendar

Does your move include a cross-country drive hauling a trailer of belongings? If you don’t have the necessary moving equipment, you’ll need to rent some. Moving companies typically charge by the day, so planning an efficient trip can prevent the costs from piling up.

Your online calendar will not only make your drive more efficient but more enjoyable as well. Plan hotel stays and stopping points along your drive, and you’ll make the trip in a timely manner. This will help you get some needed rest and make memories along the way.

Enlist Some Help

On the day your moving truck arrives, there will be a lot of packing and lifting to be done. To get this done as quickly as possible, you can enlist the help of family, friends, and neighbors.

To organize volunteering efforts, make an event in your online calendar. You can share this event with others to collect RSVPs and get all of the work done in a single time period. This will get all hands on deck to complete the project instead of a little bit of help trickling in here and there. You might even whip up a batch of cookies the night before to thank your helpers.

Execute Your Arrival Using Your Online Calendar

The move doesn’t end when you arrive at your destination. There will be just as much unpacking to do as there was packing. Everything you did to depart will need to be replicated for your arrival.

You can plan these efforts the same way you organized your leaving. Enlist help, have cleaning supplies handy, set time for unboxing, and make a plan to follow in your online calendar. This will help make it less of a chore and allow you to better settle into your new home.

Get Familiar With Your New Home

Unless you’re moving back to a previous residence, there will be a lot of unknowns in your new hometown. You will need to get familiarized with key locations such as gas stations, schools, and grocery stores. You’ll also be interested in hitting up local sites like movie theaters and parks for entertainment.

Schedule times to hit the town in your online calendar. This way, you can see as much as possible in the shortest amount of time. In addition, the more comfortable you get with your new surroundings, the sooner you can call it home.

Leaving one place in favor of another is a challenge in itself. There are so many things to get accustomed to, and the difficulty of moving shouldn’t stop you from making the transition as positive as possible. Use these tips and your online calendar to make moving a cinch, and get down to business in your new home.

9 Pro Tips for Conducting a Hybrid Meeting

By Jason Barnes | Scheduling | No Comments

As companies return to having employees in the office, they may realize hybrid operations meetings are a must.

Now instead of having meetings with everyone in person or everyone online, you need a hybrid solution. However, this solution creates a new set of meeting challenges to overcome.

Here are a few smart tips for including video attendees in important in-person meetings without making it awkward for everyone.

1. Share the Agenda

Meetings run smoother when you have an agenda and stick to it during the meeting—sharing it before the session helps attendees prepare. It also helps keeps remote workers connected so they know what is going on and meeting expectations. Add any online references or links to resources that everyone will need. The central information center will help keep the entire team in sync.

2. Use the Most Current Technology

If your conference room equipment hasn’t been updated in a while, now is the time to do it. After a year of everyone being on video conferencing, people expect to see and hear everything clearly. As a result, old conference room telephone systems and outdated audio need to be replaced to keep remote participants engaged.

Don’t forget to check for software updates too. For example, platforms are adding emoji options to give video participants ways to react and share feedback without disrupting the meeting. Some providers are also developing new tools so participants in the room can use chat along with online members.

3. Show Everyone’s Face if Possible

Remind online participants to keep their videos running and show their faces. If that isn’t possible, encourage them to use a professional headshot for their off-video setting. You also want to have cameras set up in the conference room to capture people’s faces in the room.

It also helps if you can use a big screen to show the gallery view of participants. Helping everyone be able to see each other’s faces and expressions builds a connection with online participants. In addition, it helps remind speakers to make eye contact with people not in the room by looking at the camera as another person in the room.

4. Start the Video Before the Meeting Starts

Assign someone to start the online meeting room before the official start of the meeting. This can serve a couple of purposes. First, it’s a good time to troubleshoot any technical issues. Second, it gives you a chance to ensure video and audio are working so you can save the meeting time for the agenda.

Finally, it also gives online participants a chance to accomplish a tech check of their own. They’ll be more engaged and less stressed if they aren’t trying to fix their tech issues after the meeting has started.

As a bonus, they’ll be able to take part in the informal conversations and watercooler talk that happens between in-person attendees while they are waiting for meetings to start.

5. Discourage Side Conversations

Online members can’t hear what’s being said clearly when more than one person is talking. Microphones will pick up the side conversations, even whispered sounds. It’s a sign of respect to your video participants to make sure only one person is talking. That way, everyone can hear and participate.

Sometimes the conversation may get exciting, and people try to talk over each other. You may want to add a touch of humor and a trick to moderate this by using a physical “talking stick.” The only person allowed to talk is the person with the stick. When they are finished, they can pass the stick to the next person. The meeting leader should proactively make sure that online members get a virtual stick and a chance to speak too.

6. Be Deliberate to Include Online Members

It’s easy to overlook people who aren’t in the room. To keep them connected and engaged, be deliberate about making sure to include them. For example, when the meeting starts, greet them by name and ask them to recap their weekend. Giving them a chance to share helps people in the room connect with the virtual audience as well.

As the meeting occurs, don’t forget to ask those on video if they have questions or comments. And remember, silence can be your friend here. It may take people a moment to come off mute, so don’t be in a rush to fill the quiet.

At the end of the meeting, go around and ask everyone for their takeaway from the meeting. And start with those online. That guarantees members have a chance for any final questions or comments they needed to add.

7. Plan Facilitation Help

Meeting leaders may find it helpful to ask a co-worker in the room to act as a facilitator. Their role here is to watch the online participants for indications they need to add a comment. For example, virtual members may turn off mute or use the raise hand function to indicate they want to speak. If members in the room don’t notice, the facilitator should mention it to the room so the online members can share.

8. Use Group Collaboration Tools

Many times, meetings include whiteboard activities. Most platforms have added virtual whiteboards that video participants can also see. If the virtual whiteboard isn’t an option, make sure you have a way of showing the papers in the room on camera so that everyone can read them.

Another good practice is to use polling software that can consolidate responses from people in the room and online. That may mean employees in the room also need to have an online device with them in the meeting. Let them know this ahead of the meeting to have their device with them and the app installed.

9. Get Feedback

As people start returning to offices and in-person meetings, hybrid meeting practices will grow and evolve. Seek feedback from meeting attendees. Ask them to rate the meeting and provide suggestions for how to improve the experience. It may also help to make sure facilitators occasionally attend hybrid meetings virtually. This first-hand experience will help them get a feel for the online experience and what can be done better.

Conclusion

A recent survey conducted by McKinsey shows that nine out of ten executives expect to have hybrid work. Moreover, as people return to in-person operations, most people expect more remote work than before the pandemic.

The tips above can help make sure your hybrid meeting runs smoothly and keep everyone engaged wherever they happen to be located.

8 Backyard Activities for Your Online Calendar

By Abby Miller | Time Management | No Comments

Summer is full of so many fun opportunities, especially with the kids having extra time off from school. However, there will be many days when your kids complain about how bored they are. Is it your job to never let that happen? Well, no, it’s not your job exactly — but here are some fun activities for your calendar that will tickle your young ones.

With the Fourth of July on Sunday, I hope you can get away — but if not, try a couple of these fun activities.

8 Backyard Activities for Your Online Calendar

One way to keep your kids busy and active all summer long is to use your imagination by turning your backyard into a play place. This article outlines just 8 of the many activities you can put in your online calendar this summer and for years to come.

1. Camping

You don’t have to venture out into the wilderness in order to go camping. You can have just as much fun pitching a tent in the backyard. Your lawn will be a lot more comfortable than the uneven ground you normally find at a campground, and being within walking distance of the kitchen and bathroom doesn’t hurt either.

If you want to make it feel more like camping, add in some activities that you would normally participate in on a normal camping trip. Set up a fishing game in a backyard pool and put together a fire pit to roast some marshmallows.

2. Scavenger Hunt

A scavenger hunt will keep the kids entertained for hours if set up correctly. You’ll be able to get some alone time or focus on a summer project while your kids scour the yard for clues leading to a secret treasure or reward. Invite some friends over to load up the search party and so that everyone can have some fun with it.

A successful scavenger hunt will take some planning, so use your online calendar to take some time to make it just right. Write up clever clues, stash away hints, and add some decorations to make the hunt seem like a pirate’s treasure hunt of the incredible journey of some sci-fi adventurers.

3. Movie Night

There’s nothing quite like enjoying a movie in the backyard. All you have to do is get a white sheet, set up a projector, and enjoy the show. A couple of extension cords should be enough to hook up the projector and some speakers for a nearly authentic movie experience.

With your online calendar, you can plan the perfect night where the weather is ideal. Rain clouds or stifling heat will quickly ruin a movie night, so it’s best to avoid a dreary forecast. Additionally, scope out the days when the sun sets early to not keep the neighbors awake with your late-night movie watching.

4. Barbeque

The smell of a backyard barbeque should bring back some summer memories. Why not make some more by grabbing your apron and spatula and whipping up a delicious meal for the whole family. There are all kinds of different meats to try and even vegan options that will add some flavor to your summer.

Suppose you like a party, the more, the merrier. Have some friends, family, and neighbors come over to enjoy the perfect summer meal. Send them a calendar invite asking them to bring drinks, silverware, or a side dish to complement your grilling. Who knows, they might invite you over to their own barbeque later in the summer as their way of saying thank you.

5. Obstacle Course

Has your family watched any American Ninja Warrior this summer or plan on watching the Olympics? Unleash your inner athlete by putting together an obstacle course in the backyard. The best time wins a trip to their favorite restaurant the upcoming weekend.

Your obstacle course can be as creative as you want it to be. Anything you can find or build can become an obstacle. Just be sure to keep safety first! You can even add some water features to make it extra challenging.

6. Photoshoot

When was the last time your family took a picture together? Maybe this summer is the opportunity for you to get an updated portrait together. Even if your backyard is nothing fancy, it’s home. The pictures you take will be full of the memories you make there.

A family photoshoot doesn’t have to be perfect. Candid shots can be a lot more fun than static, cheesy smiles if you plan them right. You might have even more fun having a themed photoshoot with costumes, props, and more.

7. Water Fight

Is it really summer if you don’t have at least one water fight? Whether it’s splashing each other in the pool or running around the lawn with water guns, getting soaking wet is a must if you really want to say you beat the heat this summer.

Tossing water balloons at each other in the backyard is one thing. Getting the entire neighborhood together for a full-out water war is another. Wage one side of the street against the other for the mother of all water fights to highlight your summer activities. You can coordinate with other families by sharing online calendars and deciding which day will be the best for everyone to get soaked.

8. Sports

There are so many sports that can take place in your backyard. Put together a family whiffle ball game or simply play catch together in the shade. Set up some soccer goals, take each other on, or have a penalty shootout to see who has to do dishes that night.

Even some of the more obscure sports can come into play here. Try something your kids might not have heard of before, like bocci ball or croquet. These lowkey sports aren’t as likely to disturb the neighbors or get a ball launched over the fence and can quickly become family traditions.

The possibilities really are endless. Grab your online calendar and start planning out some fun and games today so that the remainder of your summer is jam-packed full of fun from end to end.

Appointment-Making in the New World of Remote Work

By Jon Bradshaw | Appointment | No Comments

Businesses navigating through the treacherous waters of 2020 all learned a similar lesson. It can be difficult to maintain meaningful engagement with employees because of remote work.

Don’t get the wrong idea: remote workers can be just as productive as their office-dwelling counterparts, if not more so. The problem lies in connecting with remote work employees while keeping operations fluid. Engaged employees tend to be happier.

Whether your entire team is back in the office or not, using your scheduling software to increase engagement and deepen your connection with employees is a huge win. Here’s how you can begin to make that happen.

Use Video Technology

Whenever possible, use video technology to your advantage. Video is a powerful tool for connecting and engaging with remote work employees, especially when an in-person meeting is not an option. Video is more personable than a regular phone call, which eliminates the ability to do things like read body language.

Always include a link to a videoconferencing platform in your scheduling software. You might have hired a remote worker whom you have yet to meet in person. A video call will help you put a name to the face and enable you to connect with them better as a leader.

Check In Regularly

The past year was difficult for everybody. That should be a reason enough to commit to checking in on your employees more regularly. Whether they’re in the office or back at home, schedule one-on-one time with each employee to show that you’re there for them.

Be wary, though, of becoming that boss who feels like a helicopter parent. Employee check-ins only need to be frequent enough to check progress and touch base with remote workers you don’t see often. They don’t need to be a weekly — and certainly not a daily — occurrence. Consult with each employee and come up with a routine that fits their schedule best.

Remember that a check-in appointment doesn’t have to be a performance review. Ask employees about their family and hobbies or solicit suggestions on what you can do to make remote work easier. Each check-in should have the goal of incorporating the employee further into the company so that they feel more comfortable with their place in it.

Make Hybrid Arrangements Work

If you do have a balance of remote workers and in-house staff, look for ways to formulate hybrid solutions that work for everyone. Your remote workers will be much more engaged when they feel like they’re a part of the entire team and not just a forgotten cog in the wheel.

Take staff meetings, for example. Would remote workers benefit from attending these meetings? If so, include them in your scheduling software invite list. Then put your tech skills to use to create a hybrid meeting that incorporates every attendee.

Planning a hybrid meeting isn’t as difficult as it might sound. All you need to do is set up a videoconference call with your remote work team and position it in a way that they can participate. A simple USB microphone and speaker will help with any audio troubles, and your remote workers will feel included.

Broadcast Your Availability

With scheduling software, you can list availability for others to see. Your business can use this feature to book clients, or you can use it to show employees when you’re available for a visit. Broadcasting your availability will encourage employees to approach you with questions and comments they would otherwise keep to themselves.

Let’s say you have an open hour on Thursdays every week. Tweak your online scheduling software to reflect that. Soon, you might receive a call during that time slot from a remote work employee who has been dying to speak with you without seeming like an inconvenience. You’ll make a lot of progress with your employees when you welcome interaction like this with open arms.

Include Some Fun

Not every event you create with your appointment software needs to be so serious. A little bit of company fun never hurt anyone. In fact, it’s often promoted as a way to improve team bonding and reduce burnout.

Be sure to plan some fun activities that even your employees that do remote work can participate in. While they may not be able to attend an office cookout, they can get together online to compete in a friendly game of Kahoot or Pictionary. This will provide an opportunity for the water cooler conversations that remote workers aren’t able to enjoy in an out-of-office setting.

Coordinate Deadlines

Not every appointment has to be a personal meeting. Half the battle is coordinating the efforts of your remote work employees to make sure they’re up to speed with projects and are completing their tasks on time. Using appointment software to set deadlines should do the trick.

Perhaps all your employees who do remote work are writers creating content for social media and blog pages. Use appointment software to assign submission dates for each piece. The writers can work on their own schedule but have a calendar date that tells them specifically when tasks must be completed.

An honest effort to engage your employees is all you need to start. Appointment software is just a means to this end. Look for ways to connect with both in-house and remote work employees, and you’ll see your team grow stronger together — and your business with it.

How to Make Your Work Meetings Work for You

By Gunjan Saini | Scheduling | No Comments

You know all about the workday marathon. You finish with one work meeting, and then you have to sprint over to the next meeting. You may even end the first meeting early just to get to the second one on time. The situation certainly isn’t ideal.

In fact, this kind of terrible time management can cause all kinds of problems. It leaves too little room for error and causes unnecessary stress.

How you schedule your meetings will determine how successfully you’re using your time. If you schedule back-to-back meetings, you’re making your life harder than it needs to be. Thankfully, there are things you can do to change this. The following tips will help you alter your meeting habits for the better.

Add Buffer Time Between Meetings

The first thing you should do to prevent work meeting overlap is to add buffer time to your schedule. A few minutes between meetings will give you some time to catch your breath after you dash from one to another.

Sitting through the end of a meeting knowing you’re going to be late for the next one is incredibly stressful. You’re more likely to be distracted, and you may even miss important information. Plus, a presenter can tell when you’re itching to leave.

Then there are the concerns about the second meeting. Tardiness is often seen as inconsiderate. If it’s a meeting with the boss, you certainly don’t want to look bad.

It’s much better to be safe than sorry. Build-in buffer time even if you don’t think you need it.

Plan for Longer Work Meetings

Don’t be afraid to schedule a bit more time than you actually need when organizing a meeting. Take a training meeting, for example. You can’t predict exactly how many questions employees and new hires will have during the event in question. It’s best to get all questions answered rather than cut the discussion short.

To be clear, this should be separate from adding buffer time. Buffer time gives you what you need to get to and from appointments. Planning for longer meetings also helps other employees manage their schedules.

Basically, this means scheduling an hour and a half for a meeting, even if you think it’ll take an hour. After that 90 minute block, you’ll still want an additional buffer of 10 minutes. After all, nature could be calling by then.

Evaluate Your Meeting Locations

Your work meetings’ locations have as much of an impact as when they’re scheduled. For example, you might need to take a long-time client or a group of investors to lunch one day. You’ll need a lot more buffer time if you have another meeting scheduled back at the office afterward.

This won’t be as much of an issue if most of your meetings are online. However, you’ll still need to keep location in mind. Small relocations, like going from the conference room to your office to set up a Zoom call, can still take time. After all, technology can be unpredictable, and you might need the extra time to fix your mic or hunt down a presentation.

Prepare Meeting Agendas in Advance

Just as important as planning the times of your meetings is planning their content. You’ll find that meetings run a lot more smoothly when there’s an agenda to follow. Use your online calendar to set a reminder to make an agenda before every planned meeting.

If you’re attending a meeting rather than leading it, ask the host for an agenda. This might prompt them to make one if they haven’t already. This small request can help ensure that meetings go efficiently, even when you’re not in control.

Keep the Number of Meetings to a Minimum

Did you know that the average employee is wasting 31 hours a month in unproductive meetings? Think of all the things you and your team could accomplish with those lost hours. How can you reclaim that time? By identifying and cutting out unnecessary meetings.

Deciding which meetings to keep can be a challenge. Start by asking yourself a series of questions. Can everything you plan to say in this meeting be written in an email? Are these meetings actually just a way to micromanage others? After some introspection, you should be able to clear your calendar of at least a few meetings.

Internal communication platforms should keep the need for formal meetings to a minimum. Individual questions can be sent through direct messages. Plus, project management software allows you to give plenty of instructions for specific tasks.

Avoid Last-Second Meetings

Sometimes a last-minute meeting pops up, and you’ve got no choice but to drop everything and go. However, when you can avoid last-second meetings, you should. Nothing will clog up your schedule more than an unexpected meeting. Trying to squeeze it in between your previously scheduled commitments is just asking for trouble.

If someone requests a meeting with you for the same day, take a look at your calendar before saying yes. Look for a clear opening in your schedule. If there isn’t time for a couple of days, see if that time frame would work for the other person. Very rarely will you actually have to fit in a last-second meeting. It’s always easier to negotiate a meeting time than to reschedule existing commitments.

Schedule Blocks of Time Without Meetings

If meetings start to overwhelm you, schedule some times where you won’t allow meetings to take place. This will ensure that you can get some actual work done. If you know when you’re most productive, you can schedule this time accordingly. For example, some people do their best work early in the morning. If that describes you, it’s best to block off that time for your own work.

Some people prefer to have all their meetings on one day. Then they have the rest of their week for other work. Others like to keep their meetings spread apart so that they never run too closely together. Whatever your preference, make sure to designate some time away from the meeting room when you can.

Meetings are an important aspect of any business, but they can take over your professional life if you let them. Finding the right approach to organizing your meetings will keep you from becoming stressed. Open up your calendar now and start making the adjustments you need for smooth sailing at work.

How to Use Your Online Calendar to Promote Mental Health

By Abby Miller | Knowledge Base | No Comments

Your most important asset isn’t your car, your house, or even your professional expertise; it’s your mental health.

The rest of your life relies on your mental wellbeing. Especially while the world is facing COVID-19, you have to protect it with every tool available to you — including your online calendar.

What Your Calendar Can Do for You

Your online calendar can’t change your mental state by itself, but it can help you implement and maintain healthier habits. You might be surprised at just how much your mental health improves when you:

1. Schedule Breaks

Going full-throttle all day, every day is exhausting. If you don’t permit yourself to take a step back, you may begin to burn out. Scheduling short breaks throughout your day can help you stay productive without getting overwhelmed.

It can be tough to take breaks when things are hectic. That’s where your online calendar comes in: If it never seems like a good time to take a break, schedule one every few hours. Your calendar can be set to remind you 10 minutes before it’s time, letting you wrap up what you’re working on.

2. Take a Mental Health Day

Frequent breaks throughout the day are helpful, but sometimes you need a full day to yourself. Although it’s best to schedule mental health days for weekends, don’t be afraid to talk with your employer if you need one stat.

Once you’ve decided on the right day, add it to your calendar. Either put together an itinerary for yourself — replete with food and fun activities — or give yourself an unstructured day. There’s no wrong way to do it!

3. Remind You to Move

Regular exercise is tightly correlated with better mental health. Physical activity feels good, takes your mind off your stressors, and gives you something to do with friends.

Why not use your online calendar to put together a workout schedule? That way, you don’t have to decide at the moment whether or not you want to work out — and if so, what exercises you’ll do. After a few days, physical activity will be just another part of your daily routine.

If you’d rather attend fitness classes or play a team sport, your online calendar is also a great place to record those sessions. Add other attendees to the event to create some positive social pressure.

4. Set and Achieve Goals

Setting goals gives us something to work toward, and achieving them provides a sense of fulfillment. That’s why many experts recommend goal-setting for both mental wellbeing and productivity.

Goals should be:

Specific: What, exactly, do you want to achieve? Instead of becoming happier, maybe you want to have five low-stress days each week.
Measurable: If your goals aren’t measurable, you’ll never know whether or not you’ve met them.
Achievable: There’s no sense in setting a goal you have no hope of achieving. Shoot too high, and you’ll only discourage yourself.
Relevant: If your priority is your mental health, your goal shouldn’t be to get a promotion. Do you really need more responsibilities at work right now?
Time-bounded: A goal without a time horizon attached is just hope. When is a challenging but realistic amount of time for achieving your goal?

5. Schedule Affirmations

Self-affirmations are mantras designed to encourage during moments of hardship. They take little time to say but can deliver big mental health benefits.

Even something short, such as “I won’t give up,” can do wonders when you’re feeling down. Repeat them as often as needed. If you worry about others judging you for talking to yourself, step into a private space.

6. Start a Journal

Sometimes, a little self-reflection is all it takes to get yourself to a better mental state. Remind yourself that if you’re looking for reasons to be sad, you’ll find them. Looking for the good instead can help you see things from a more positive perspective.

Journaling doesn’t take hours to work its magic. Start with a five-minute session: Add a reminder to your calendar to reflect on something that makes you happy. Soon, you’ll be reminding yourself to save your gratitude journaling for the time slot you selected.

7. Eat Well

The food we eat directly affects our emotional state. Eating a healthy, balanced diet ensures our brain has the nutrition it needs to be at its best.

Online calendars are ideal tools for meal planning. Mapping out what you’re going to eat makes it easier to stick to a diet or, perhaps, more importantly, limit the unhealthy foods you spoil yourself with.

8. Get Into a Groove

Adding structure to your life helps you feel in control. While scheduling every minute of your day isn’t always necessary, using your calendar to establish a healthy routine is critical. Moving forward with your routine can give you a sense of optimism even when the odds are stacked against you.

A good place to start is a morning routine: What do you need to be your happiest, most productive self at work? Routines are also important for other times of day, such as bedtime: How do you prefer to wind down, especially when you have a lot on your mind?

You have to make your mental health a priority because no one else will. Think through what you need to take care of yourself, and use your online calendar to make it happen. Remind yourself — as often and in as many ways as you can — that you deserve to be happy.