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How a meeting scheduling software improves productivity

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With technology taking center stage in the modern workplace, it has become important to stay abreast with technological trends to boost productivity. Over the last two decades, technology has drastically reshaped the way organizations work. Industry leaders need to adapt to these changes to ensure that they use technology in an effective way, to stay relevant.

Event marketers do not have it easy. According to a survey conducted this year by Career Cast, event planning is still among the top ten most stressful jobs in America. Technology is gradually trying to change this. The event industry, in particular, has embraced technology. But how does employing a meeting scheduling software tie into productivity.

Better meeting planning

Gone are the days when event planners carry huge paper binders with meeting details. Even excel sheets, for that matter, have become obsolete. Now, there are mobile apps for almost everything, so technology is moving towards automating the planning process.

Planning and managing the event calendar is one of the main roles of an event planner. Executing over a hundred meetings at events is no easy task. Scheduling errors are also a big problem when managing customer meetings. Booking venues and scheduling meetings based on availability can be done using an event management platform. Also, viewing a detailed schedule of all meetings ensures that nothing is missed in the finer details of planning the event.

Making sure the right people are available

Customers prefer sit-down conversations with SMEs and product managers as opposed to just getting their badge scanned and talk to booth staff. They want to know how products enhance their process or address their problems. A meeting scheduling software can help ensure that event planners check SME calendars and make sure they are free to meet customers as and when necessary.

Being receptive and staying accountable

Events are high-pressure situations. And time is always against event marketers. But at the end of the day, one has to be accountable for the time and effort spent on the event. Whether we qualify it by counting the number of leads generated or through social engagement, there has to be a tangible way of looking at the return on investment.

The event scheduling app needs to help event marketers create meaningful conversations and contexts with customers. Conducting an in-event survey can help interact with the audience and drive social media presence. Engaging with customers can also help event professionals understand attendee perception and relate to their experiences of the event. A meeting scheduling software can help gauge customer engagement and determine what sort of content resonates with the audiences. This information can then be translated into actionable items.

Managing last minute hiccups

Everyone has heard about Murphy’s law. Everything that can go wrong, will. At events, things seldom go according to the script. Be it customers changing plans in the last minute or a crucial meeting that overlaps a scheduled one, there are numerous things that can go wrong. How event professionals manage these last minute changes can determine how smooth the rest of the event is. With a meeting management software, one can reach out to internal and external attendees at the press of a button. Updates or amendments in the plan can be instantaneously communicated and hitches in the event can be easily managed.

Wowing customers

Now I know this blog was about how a meeting management software enhances productivity, but I believe that the job of an event marketer is incomplete without impressing customers. Let’s start with the smallest things. No one expects to be waiting in a queue for half an hour just to get into the conference. It’s not only inconvenient, it’s also annoying. So the first thing that a meeting management software should help with is a badge scanner integration. Attendees need only flash their badges across a scanner and walk right through. This way, crowds are easily managed and no one is wasting their precious time standing in queues.

We mentioned earlier about the importance of engagement. Retaining an attendee’s attention is paramount to a successful keynote. Keeping the session interactive is one way of doing this. So if the keynote speaker intends to create a poll to understand the audience’s take on an issue, the software should double up as an extension of his/her presentation.


A comprehensive meeting management software has many applicable capabilities. The above are only a few examples of how a meeting management software can help event professionals become more productive and enhance the experience of the event as a whole.

For more insights on meeting management and event technology, visit the Jifflenow blog.

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