For those who don’t know me, I’m a sucker for productivity. Small little adjustments we can do to our daily activities that will speed them up even if just a little bit.
Now, who amongst us hasn’t had to go recurrently through a list of team members and add them one by one as guests to a new meeting? I know I have.
Worst! After a certain number, we actually tend to forget to add people to meetings. Or even add the wrong people to meetings because we mistype one letter.
One of the things I started doing that helped me overcome this problem once and for all what to create contact lists. I started creating lists with the names of the teams, or specific contexts that made sense to me, and every time someone joined or left the company/project I would update this list.
From that point onwards, every time I created a meeting all I had to do was to invite a contact list and everyone included in that list would automatically be included in the meeting.
Even though it’s a small tip it really made a difference in my daily meeting bookings.
Since we use Google Suite these instructions are focused on its products.
- Go to your contacts
- Go to https://contacts.google.com
- Ensure that you’re connected with the right account (top right corner should show which account is connected)
- Create a label
- Left menu click on “+ Create Label”
- Name it your team or project
- Search for a contact
- On the top middle bar search for a contact name
- Upon finding it click on it and a modal will open
- Add contact to Label
- With the modal open click the 3 dots (top right corner of the modal, third icon) to show more options
- The second part of the menu is called “Change Labels”
- Select the labels you want that contact to belong to
- Go to your calendar
- Go to https://calendar.google.com
- Ensure that you’re connected with the right account (top right corner should show which account is connected). It needs to be the same that you created the contact list with.
- Create a new meeting
- Top left corner click on “Create”
- Add contact lists to that meeting
- On the guest list add the name of the label you created
- Notice the popup you should have a group of users to represent a different icon
- Verify that multiple people were added to the meeting
The thought behind the productivity tip should work on other systems like Outlook.
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