Scheduling meetings for international projects is rarely simple. When several organisations, time zones, and calendars collide, arranging one convenient time can feel impossible. Coordinators often waste hours sending emails back and forth, adjusting plans, and waiting for replies.
Fortunately, AdminProject Meeting Planner turns this chaos into a clear, collaborative process.
Plan Smarter, Not Harder
The Meeting Planner lets you create a poll of potential meeting dates directly within your project workspace. Instead of juggling calendars, coordinators simply select a range of possible days, invite team members, and let the system gather responses automatically. Each participant marks the dates when they are available, and AdminProject highlights the options that work best for everyone.
This means no more third-party website polls, no endless email loops, and no confusion about time zones or missed messages. Everything is done within the same project environment your team already uses.
Connect Meetings with the Bigger Picture
The real power of the AdminProject Meeting Planner lies in its integration with other modules. Once the meeting date is confirmed, you can:
- Centralised coordination: You plan directly within your project workspace, where all partners already collaborate.
- Automatic notifications: Invited users receive an email prompt and can easily respond with their available dates.
- Transparent results: The tool clearly highlights the best possible dates based on team responses.
- Integration with your project calendar: Once the meeting date is confirmed, it’s easy to add it to the AdminProject calendar and link related tasks or files.
Best Practices for Efficient Meetings
For best results, align meetings with project milestones visible in the Gantt Chart. For example, plan a coordination call right after finishing a Work Package or before a major dissemination event. That way, discussions stay relevant and productive.
Regular monthly check-ins or milestone reviews also keep partners informed and accountable.
A Better Way to Collaborate
With AdminProject’s Meeting Planner, arranging meetings becomes quick, transparent, and stress-free. Teams save time, avoid confusion, and maintain one central record of every meeting. Instead of chasing replies, project managers can focus on progress – and let AdminProject handle the scheduling.