Apr 19, 2024

Team Scheduling Options - The best way to schedule your team's time

Team Scheduling Options - The best way to schedule your team's time

Effective ways for teams to collaborate more efficientlyBusiness depends on meetings. They are how we make decisions, connect with others, and get work done. They provide opportunities for networking, exchanging information, developing relationships, and getting work done.  No two meetings are alike. Depending on the purpose of the meeting, the participants, and the location, each meeting has the potential to be unique.

Leadmonk is an appointment scheduling software that helps teams align more efficiently. It offers a variety of features that allow users to manage their time, schedule appointments, and track their progress. Leadmonk also allows users to share their calendars with others, so team members can see each other's schedules and make sure they're on the same page.

Effective ways for teams to collaborate more efficiently

Leadmonk’s team scheduling features help you coordinate diverse meeting schedules of various people you need to collaborate with, which makes it effortless to schedule a meeting, and enhances overall productivity. The Round Robin, Collective, and Group Appointment Types let you choose the best option for finding the times when your various groups can meet. You can bring teams together quicker and more efficiently, which positively affects productivity and revenue, and contributes to saving time and effort.

1. Round Robin: Automatically distribute new meetings to team members

Round Robin Event type

How Round Robin Appointment Type Works

A Round Robin appointment type lets you automatically distribute new meetings to team members, saving you the time of manually assigning them. The team members are placed in an order and are booked in that order. However, if one team member isn’t available, the next person will get booked, and so on. This lets you offer more availability to customers while managing your team’s workload more effectively. This is one of the best types of appointment scheduling for sales professionals, call centers, and support teams.

Here is an example of how the round-robin appointment type comes in handy

Prospect is a Head of marketing looking for digital content optimization software. He did research on the internet, weighed options, and wants to speak to a sales rep of the shortlisted company to get more detailed information about the solutions he’s considering. He visits the website, fills out the “contact us” form, and the journey begins.

Converting leads into meetings is a critical part of the lead generation process. The longer you take to move someone through your sales process, the more risk you have of not being able to get someone on a call. Speed matters. It’s recommended to engage your leads quickly with a call or email after the initial point of contact. Because Fast Response Times = Higher Conversion Rates. Moving fast helps you stay ahead of your competition because if you’re not moving fast enough, someone else will.

Luckily, this company makes use of Leadmonk's automatic appointment scheduling features and can instantly move prospective customers to the qualifying stage. Once the customer submits the form, he is navigated to a scheduling page that contains available times for meeting with the sales team. Once he selects the best time to schedule the appointment, the Round Robin appointment type automatically pairs him with the next available sales rep.

Round Robin meetings close the gap between when an inquiry is made and when team members can respond to it, giving you a significant advantage. Since the scheduling process is automated, team members do not have to work around emailing or in several other ways to formally schedule a meeting. Managers do not have to assign incoming leads manually to the team members.

2. Multi-host meetings: Book time with several of your team members at one time.

Multi-host meeting type

How Collective appointment type works

A collective appointment type is recommended when an invitee needs to book time with several of your team members at one time. For example, a collective appointment would be great when a sales manager wants to schedule a product demo session with a client and wants to involve a pre-sales executive and a product manager from his team. The collective scheduling page shows appointment slots only when all team members (all hosts) are available. If any host is not available when the other hosts are, that time slot will not be shown as available. When an invitee schedules an appointment, all team members are added to the calendar meeting invite.

Here is an example of how the collective appointment type comes in handy

Reconnecting to our sales narrative, the sales rep learns that the marketing head is interested to purchase the software and wants to see its demo. As this calls for more specialized expertise, the sales rep uses a collective scheduling link to set up a meeting with a sales account executive (AE) and a product manager.

The marketing head decides to purchase the software and informs the AE. The AE again uses Collective scheduling to provide the client with times for the AE and a legal team member to meet to finalize the contract. Collective scheduling helps a lot especially when team members are spread across locations and in different time zones.

3. Group meetings: Share information with many people at once

Group Event type

How Group Appointment Type Works

A group appointment type is used to schedule meetings with multiple people for the same time slot. This is useful for webinars, training, product demo, campus tour during school admissions, etc. Here if any invitee reschedules/cancels the appointment, it does not affect other invitees who have booked the same timeslot to attend the meeting.

Here is an example of how the group appointment type comes in handy

Our sales process does not end once the deal is made; now it’s time to start onboarding users. Several employees, many of whom are geographically dispersed, have to be trained as part of the onboarding exercise. Leadmonk's Group appointment Types help to organize training effectively. The Customer Success team organizes several training sessions that are available at any time. Each training session also has a max participants limit to ensure that the attendees each get a chance to ask questions and interact with each other with the trainers. Group meetings help the Customer Success team create more value around the solution.

Instantly Qualify, Route and Schedule your Leads using Leadmonk

Convert leads into meetings by qualifying, routing, and scheduling in real-time from anywhere — be it your web form, cold calls, campaigns, and more.

Book Meetings From Your Web Form - Leadmonk seamlessly integrates with HubSpot, and custom web forms. When a form is submitted on your website, Leadmonk instantly qualifies the lead, routes it to the right sales rep, and displays the booking page so your prospect can book a meeting - all in a matter of seconds.

Real-time Email Verification - Ensure high-quality lead data with Leadmonk's real-time email verification, which eliminates invalid, disposable, personal, and temporary email addresses from your lead capture forms. Reduce bounce rates, improve deliverability, and prevent wasted resources on invalid leads.

Lead qualification - Build a real-time lead qualification track that assesses leads based on their self-provided information and enriched data. Reduce junk meetings by 90% and increase qualified meetings by 35%.

Real-time Lead Routing - Route and assign leads to the right sales reps, at the right time using round-robin, account-based, or territory-based distribution. Quickly and accurately route leads from all GTM channels.Go straight to meetings with qualified leads.

Fix your leaky funnel with Leadmonk - No more long sales cycles. Go straight to meetings with qualified leads.

Scheduling Simplified - Make it easy for your customers to schedule meetings on demand without the back and forth. Distribute incoming meetings fairly using round robin, prioritizing availability, or with equal weight or a weighted average.

Handoff Leads Like a Pro - Automate lead routing and scheduling for lightning-fast handoffs across your entire sales funnel. SDRs can book meetings for AEs from anywhere, with just a few clicks. No more back-and-forth emails or scheduling conflicts.

Ditch the Spreadsheet, for Good - Stop wasting time with manual lead routing. Leadmonk ensures every rep gets the same number of meetings—even when cancellations and no-shows happen.

Boost your conversion rate by 150% - Schedule meetings quickly by adding Leadmonk to your website, emails, text messages, WhatsApp, or social profiles. Watch conversion skyrocket by up to 150%.

Boost your win rate by 50% - The average vendor response time for a demo request is 42 hours. Responding within 5 minutes can increase your chances of winning the deal by 50%.

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Naveen S G

Co-founder and CEO

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