Have you ever had a meeting and no one knew when the next meeting was? Well, this might solve your problem!
Assign a communications secretary.
Within our team we have jobs, if you want to read more you can go find more about in the August 28 jobs post. But my job is to schedule every meeting, figure out what time these meetings are, and coordinate a designated snack person. We are very serious about our snacks. Last meeting, Nate’s mom forgot, and felt so bad that she sent two pizzas to our meeting location. We were so excited! Those pizzas were gone in about two seconds. Mrs. B, you can forget snack and send pizza again any time you want! Thank you so much!
But, anyway, back to scheduling.
During the first few weeks of the season, each family created a Google Calendar and “shared” it with the others. Everyone is so busy — we have to work around soccer practice, piano lesson, Chinese school, voice lesson, cello lesson, track, boy scouts and girl scouts! In Google Calendar, we blocked off which days we were available to meet. By overlapping everyone’s calendar, we could see the days that worked best for most of us. That is how we came to set Tuesday and Friday as our meeting days. We often skip Fridays because we like to go to the high school football games or middle school dances, but we tell coach we prefer Saturdays because we get more robot time. Sometimes we feel like we want to get more accomplished so we even pick a third meeting slot, but that is not our normal! We only had to use the Google Calendar for a little while, as everyone has a pretty consistent weekly schedule.
Once we picked which days were best, we had to come up with a system to let everyone know. The problem with just typing email addresses in by hand is that sometimes you miss someone. You could go to the trouble of making a distribution list in your email program, but then everyone would have to do that individually. We decided to use one central mailing list, like a post office. We use Google Groups to setup our email alias. Everyone who wants to be on the list, joins the Google Group. Then, anyone in the group can email everyone by just remembering the one email alias. No more worries about someone missing an email!
As communication secretary, after every meeting I will send out an email informing everyone about the next meeting. This is great for those that miss the meeting and need to know or you just simply forget.
I just want to warn you though. DO NOT DEPEND ON SPELL CHECK. AUTOCORRECT IS NOT YOUR FRIEND. ITS YOUR ENEMY!!!Last week, I sent out this email inviting everyone to help with the coach’s yardwork. Enjoy a laugh at my expense!
Just a friendly reminder that there is aerating tomorrow at Megan’s house from 1-3+.
So start sending those emails!