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Quick Start:
You work with Meet-O-Matic by [1] selecting possible ('suggested') dates for meetings, then [2] sending email which directs prospective participants to a custom meeting-response-form on the Web, and then [3] monitoring progress as response forms are filled in and constraints are resolved.
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[1] You select possible
dates from form
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[2] You forward Meetomatic's
auto-generated URL
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(Partipants self-select
dates via form)
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[3] You monitor 'best
fit' & choose 'must-have' VIPs
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You remain in control at all times; any email client and browser combination is sufficient for all participants -- hence, no more worries if one key participant doesn't have that specific enterprise-wide diary-management tool! In fact, some participants can have no electronic tools at all, and Meet-O-Matic still helps you resolve all the meeting constraints.
Meet-O-Matic in Three Easy Steps
[1] Select possible dates; [2] Email participants; [3] Monitor progress
The fundamental idea is that you email all participants yourself using your own familiar and favourite email system, but you let Meet-O-Matic help you to resolve the different constraints by displaying them on a convenient web page. That way, you remain in control, your participants/invitees deal with email from you rather than an unfamiliar and impersonal 'intelligent agent', and you decide on the final timing of the meeting based on an easy-to-view grid of who can and cannot attend at specific dates and times.
You need to initiate the process by telling Meet-O-Matic which dates you have in mind, and then Meet-O-Matic creates a custom meeting-response-form web page that you can let all your participants/invitees know about. They can visit that page and with a few mouse-clicks fill in their own constraints: whether they use advanced diary management software or paper-based diaries is irrelevant. You can monitor progress as the participants fill in their constraints, and even fill in constraints on behalf of individuals who may choose not use the web (e.g. they or a nominated delegate may choose to phone in their constraints). As the responses come in, Meet-O-Matic displays the 'best fit' on a responses-so-far page, and you can choose the top-ranked date or any other solution that you prefer. You can even undertake a 'what if' scenario, supposing that particular individuals are essential for a meeting. Here are the steps in a little more detail:
Step 1: Select possible ('suggested') dates
Using a web-based calendar, you choose dates to suggest to your participants from a coarse-grained view, or alternatively dates + 'AM' or 'PM' from a medium-grained view (most popular). Then when you press the 'Go!' button Meet-O-Matic generates a custom meeting-response-form web page which all of your participants can use to enter their own available dates and times with a few mouse clicks.
Step 2: Send email to participants
You send email to participants by using your own preferred email software and address books or mailing lists. Meet-O-Matic emails you sample instructions in case you want to forward these directly to your participants. This way, the meeting is initiated by you rather than a software tool, and your personal email message (e.g. adding your own comments at the beginning of a forwarded sample message) provides whatever background context and relevant information you decide is appropriate. Participants can then visit the custom Meet-O-Matic web page either by copying the URL from the email message and pasting it into their browser, or by clicking directly on the URL in the email message itself, as most modern email systems allow users to do this.
Step 3: Monitor progress
The originator of a meeting has a privileged ability to monitor the progress of the meeting, using a responses-so-far web page generated by Meet-O-Matic. On this page, you will see a grid of participants vs. dates, with ticks ('checks') and crosses ('X's) showing good and bad dates for individuals. You can fill in dates for individuals who didn't or couldn't respond to your original request, and explore 'what if' scenarios to see the effect of assuming certain individuals are essential participants in the meeting. Meet-O-Matic always shows you the 'best fit', but you are always free to resolve the constraints according to your own preferences, and email the chosen solution to the participants.
That's it! Use Meet-O-Matic
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