How to properly add a task to "schedule a meeting"?

misohungry78

Here's an example with some sample dates:

• Task #4- I want to hold a project kickoff on 3/31
• Task #3- In order to do so, I need to schedule the meeting by 3/24 and then send off the kickoff deck (to give all attendees ample time to accept)
• Task #2- In order to schedule this meeting, I need to send out an email to the client's PM to gather dates/times that work with their team
• Task #1- Then I need to take their suggested dates/times and align with my internal project team's calendars to schedule the actual meeting

Would you document each task separately? With all the meetings I need to schedule, I don't want 4 tasks per meeting. How can I efficiently use Smartsheet to do these tasks in the least # of rows possible?

Julie Fortney

Hi @misohungry78, you could add helper date columns to your sheet. For instance, if you know that you need to send out the meeting invite 6 days before the meeting date, you could have a helper column with a formula that equals meeting date - 6, then set up a workflow to send you an alert on that date. You could do the same for the other associated tasks.

This assumes that you always know the target meeting date, and that's the trigger for your required actions.

www.linkedin.com/in/julie-fortney-pmp-lssblackbelt

misohungry78

Ahh yes, that's a good strategy. Thank you!