So, you’re in charge of setting up the next big conference for the company, and you want to make sure that it goes off without a hitch. Sure, you can set up the meeting on the day, but why not just schedule it ahead of time? You can schedule that meeting in Google Meet and have more time to prepare.
But how do you do it? Here’s a handy guide to show you how to schedule a meeting in Google Meet. It’s a pretty simple and straightforward process.
How to schedule a meeting in Google Meet
Before we start, you’ll want to have the Google Meet app installed on your device if you’re planning on using it on the go. When you open the app and sign in, you’ll see a pretty barebones screen. There’s a search bar at the top of the interface with the list of calls you’ve made under that.
At the very bottom of the screen, you’ll see the New button. When you tap on it, you’ll be taken to the screen where you’ll customize your meeting. At the top of the UI, you’ll see some options. Tap on the Schedule in Google Calendar option.
From this point, you’ll be transported to Google Calendar. It will be on the New Event screen where you can enter the details of the meeting.
Setting up time
So, if you’re used to using Google Calendar, then setting up the meeting should be a piece of cake. At the top of the screen, you’ll see the text field where you’ll enter the name of the meeting. Make sure to give it a short, sweet, and distinctive name. That you can recognize when looking at your calendar.
The next section will show you all of the accounts you want this event on. This only applies to the Google accounts that you have on your device, it doesn’t refer to the people who you’re trying to invite. Tap on it to choose which accounts you want the event to be visible on.
Under that, you’ll start choosing when you want the meeting to happen. Toggle the All-day switch if you want the event to show up at the top of the day on the calendar. Since we’re talking about a meeting that starts at a specific time, you might want to leave that off.
Under that, you’ll pick the start and end time of the meeting. First, you’ll choose the date of the meeting. Tap on the date to do that. To the right of the date, choose the time that you want it to start. Under that, you’ll do the same thing for the end time of the meeting.
Next, choose the time zone that you’ll be in when you hold the meeting. This is extremely important because most companies have meetings with people across time zones or across countries.
Lastly, you’ll want to choose if this is going to be a recurring meeting. Maybe you have meetings on a weekly or monthly basis.
Adding people
The next section is where you’re going to be adding attendees for the meeting. Tap on the Add People text. When you do that, you’ll see a list of people who are in your circle of contacts. Just tap on their names to add them to your list.
If there are a ton of people on the list of available contacts, you can use the search bar on the top of the UI to type in the names of people you want. That makes things much easier. When you’ve added all the people, you can tap on the Done button at the top of the screen.
If you’re wondering if the meeting clashes with any of your colleagues’ schedules, tap on the View Schedules button below the people. It will lower the UI to show the day of the meeting. It will show you if you or any of the other people have something scheduled during the time of the meeting. When you’re done, just swipe up on the lowered schedule screen.
The next section will let you add the location of the meeting. You’ll be able to type in the location where the meeting will take place. This section is optional, however.
Setting up the notification
The last thing you want to do is forget about this meeting. This is why you should set up some notifications to sound off before the meeting happens. Under the location, you’ll see a section with some pre-set notifications. You’ll see one notification 10 minutes before the event and at the time. If that’s not enough time, don’t worry.
Tap on the “X” icon on the right of the notification if you want to delete it. Then, tap on the Add notification to set up a new notification. When you do that, you’ll see a popup with six options: At time of the event, 5 minutes, 10 minutes, 15 minutes, 30 minutes, 1 hour, and one day before the time of the meeting.
Under those options, you’ll see the Custom button. This will let you do two things. Firstly, it will let you choose how many minutes, hours, days, or weeks before the event you want the notification. Secondly, it will let you choose if you want a Google Calendar notification or an email. Feel free to add as many notifications as you think you’ll need.
If you choose to get a Google Calendar notification, then you’ll be notified on all devices with that account logged in.
Adding the final bits
Now, it’s time to finish this up. If you’re into color coding, then you’ll like this next step. You’ll be able to choose the color that you want the meeting to be on the calendar. You have your choice between 12 color options for the event.
Under that, you can add a description of the meeting. You’ll use this if you want to be more descriptive. You can say what you want to discuss, what you want to accomplish, or other notes like “The CEO will be attending, so no phones!”
Lastly, you can attach any files you want to the event. You’re able to add pictures, videos, audio files, or documents from your Google Drive (Docs, Sheets, Slides, etc.). You can paste notes to keep in mind during the meeting or other information that you think will be helpful.
Sharing options
You have a couple of sharing options when you’re setting up your meeting. If you want to have the meeting open to people you didn’t directly invite, you can share it with others.
The top option will make it so that only people with a Google account can see your event. The second option will make it so that anyone can view it, regardless of whether they have a Google account. Lastly, the bottom option will block the event from being shared.
Once you press the Save button on the top right of the screen, you’ll be asked if you want to send the event to the contacts.
When the people tap on the event, they’ll see who set up the meeting, the title, description, files, and the link to the actual meeting. They’ll also receive the same notifications that you set when setting up the event.
With that said, you can now go and schedule your meetings.
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