Use SurveyMonkey to Simplify the Process of Scheduling Meetings

I don't know about you, but I often find scheduling meetings with multiple participants to be an inefficient and sometimes dreadful task. Emails like "Can you meet with me and Jan about that thing some...

I don't know about you, but I often find scheduling meetings with multiple participants to be an inefficient and sometimes dreadful task. Emails like "Can you meet with me and Jan about that thing some time this week?" leave me wishing for more details and suggested dates. While I appreciate these invitations, I often wish there was a better way to streamline the process.

Luckily, I have discovered a solution: SurveyMonkey! This powerful tool allows you to create surveys to collect everyone's preferred meeting dates and times. Recently, I used SurveyMonkey to schedule a meeting with two clients, and it worked like a charm.

The How-To

Step 1: Create the Survey

Creating a survey with SurveyMonkey is a breeze. I created a simple survey with two questions: one to collect the respondent's name (which turned out to be unnecessary) and another using the "Matrix of Choices" question type to gather preferred dates and times.

SurveyMonkey Create a Survey Fig 1: Creating a survey with SurveyMonkey

Step 2: Add an Email Collector

To ensure seamless data collection, I opted to use the Email Collector method provided by SurveyMonkey. This method stores and associates each respondent's name and email address with their survey responses. The step-by-step wizard guides you through setting up the email invitation, including recipients, from email address, and the invitation message itself.

SurveyMonkey Email Collector Fig 2: Setting up the Email Collector in SurveyMonkey

Step 3: Analyze Results

Once the invitations have been sent and respondents have completed the survey, SurveyMonkey provides an easy-to-use analytics dashboard. The "Response Summary" screen shows a clear overview of the preferred dates and times, making it simple to determine which options work best for everyone involved.

SurveyMonkey Response Summary Fig 3: Viewing the Response Summary in SurveyMonkey

Additionally, the "Browse Responses" feature allows you to delve deeper into each respondent's individual choices and comments.

SurveyMonkey Browse Responses Fig 4: Browsing individual responses in SurveyMonkey

Conclusion

Before discovering SurveyMonkey, I explored other tools like Meeting Wizard, which came highly recommended. However, Meeting Wizard's structured approach didn't fit my specific needs for this particular circumstance. SurveyMonkey, on the other hand, provided the flexibility and simplicity required for efficient meeting scheduling.

So next time you find yourself needing to schedule a meeting with multiple participants, give SurveyMonkey a try. The free version offers unlimited surveys, 10 questions per survey, and up to 100 responses per survey. And remember, SurveyMonkey's capabilities extend far beyond scheduling meetings.

If you need any assistance navigating the SurveyMonkey learning curve, don't hesitate to reach out. Feel free to share your thoughts and experiences in the comments below.

PS:

As a result of our survey, our Google Hangout meeting has been scheduled for Wednesday at 11:30 am ET.

SurveyMonkey Meeting Details Fig 5: Meeting details from SurveyMonkey

PPS:

What tools do you use for scheduling meetings? Have you considered using SurveyMonkey? Share your thoughts in the comments below.

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