Scheduling a room for a meeting can be endlessly complicated, as there are many variables that influence the planning process. Coordinating these variables may seem intimidating, especially in a high-stakes business environment.  But overthinking the process can just lead to more anxiety. Effective meeting scheduling boils down to two simple factors: When and Where?

The When

Consider the parties involved. If you are scheduling a meeting with a customer or client, prioritize their schedule without sacrificing yours. Provide them with a few times/dates where you are available, and let them decide what works best. In these cases, it is important to seem flexible, friendly, and open to compromise.

Also, know when scheduling a meeting is necessary and when it is not. There are many professional communication applications that are great for quick correspondence. Did you just have a few questions about a project? Instantly message a coworker for the answer, and save valuable time.

The Where

In today’s connected world, employees can work prolifically without leaving their home office. Many believe that coworking space remotely increases productivity. Some companies’ entire operations exist virtually, with employees telecommuting from different states and abroad.

So, when it comes to scheduling meetings, the question is, where should they be held? What channel works best for your company to communicate ideas and plans?

Although in-person meetings are a better way to develop good relationships with coworkers, virtual meetings can be just as effective, especially when team members are scattered throughout different locations. Some companies utilize a combination of both, but this can result in the meeting being one-sided in favor of the people in a room together. A good internet connection plays into this, because if a virtual team member faces technical difficulties, their contributions to the conversation can be minimal at best.

If employees live in the same area, reserving desk space or rooms in existing offices may be a viable option. This way, they can have a productive in-person meeting without worrying about connectivity issues.

When planning a meeting through room scheduling software, effective communication is key. Make sure everyone is on the same page regarding the location and time of the meeting, as well as what the meeting will be focused on. Most productivity issues start to arise when details fall through the cracks. Room scheduling software can help you keep track of these details.