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5 Best Meeting Scheduler Apps (Calendar Assistant Tools) - YouTube
Channel: Simpletivity
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- [Scott] Finding the right
time to meet with someone else
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can be so frustrating,
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all of the back and forth communication,
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finding an opening, finding the ideal time
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for you and others to meet.
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Well in today's video
I wanna share with you
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five of my favorite meeting schedulers
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to help make booking your
next meeting so much easier.
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Hello everyone, Scott
Friesen here at Simpletivity,
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helping you to get more
done and enjoy less stress.
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And today I'm handing out a few awards
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in the following five
categories, we're gonna look at
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everything from best
public meeting scheduler,
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to best Gmail plugin, all the
way to something extra special
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that uses artificial intelligence.
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But let's get things kicked off right now,
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and we're gonna start with Calendly,
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my pick for the best
public meeting scheduler.
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So what exactly do I mean by that?
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Well I think the graphic that Calendly has
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on it's homepage is very fitting.
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This is exactly what
we're trying to avoid,
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all of this back and forth.
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Can you meet at this time?
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No, how about this?
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No, that doesn't work for me.
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Well, I can't meet on this date.
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Back and forth and back and forth it goes.
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So what does Calendly do?
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Well, it does a number of things
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but what I think Calendly
does best is it allows you
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to set up a few simple
rules, you tell Calendly
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when you are available
and it will allow you
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to share that time, either via link,
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via embedding it into your website.
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And that probably where you've seen
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or even used Calendly
before, is where you've gone
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to someone's website and they
say, "yeah, I'd love to talk,
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"wanna set up a meeting with
me, just click this link
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"and I'll share with you my availability."
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And of course, the great
thing with this tool,
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and many of the others
that we're looking at today
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is that it will adjust
the time zone accordingly.
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It doesn't matter where the
other person is in the world,
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they can view it in their
own local time zone.
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So this is ideal for
coaches, this is ideal
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if you want to start a conversation.
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Maybe this is the first
part of your sales funnel,
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and you wanna allow people
to book their own time.
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Again, dependent on your own rules.
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You tell it what hours
or what days of the week
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that you would like to be available
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and Calendly makes it so much easier.
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But maybe you need something
with a few more features.
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Let's take a look next
at Doodle, and Doodle,
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I'm gonna give the award for
best group meeting scheduler.
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You can see what I mean right here
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from this opening image
on the Doodle website.
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Here you can see a variety of people
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have had the opportunity to
vote for the days of the weeks
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or the times they would like to schedule
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a meeting together, and
Doodle helps you find that out
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and then book the meeting for you.
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So this is ideal for those
of you who maybe are working
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with a small team, whether
you wanna use this internally,
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or you can do it with other
members externally, as well.
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If you wanna give a
variety of people an option
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to vote or select the ideal time.
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So again, I think Doodle
is best when you're working
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with multiple people,
right, these are meetings
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with more than just the two of you,
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more than just yourself
and one other person
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that you can allow them to schedule things
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and communicate that across
multiple individuals.
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Alright, next on my list is
something I use personally,
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each and everyday, and in fact,
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I would say that Assistant.to has become
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a pretty strategic, a
pretty central component
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of my own business.
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And I'm gonna give Assistant.to the award
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for best Gmail plugin.
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Now it is only for Gmail
at this point in time,
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but the great thing is that it's free.
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And I don't just mean free to
try, I mean absolutely free.
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So how does Assistant.to work?
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Well as you can see from
this screenshot here,
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in each and everyone of your emails,
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once you install the Assistant plugin
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you're gonna see this little icon
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in the bottom right-hand corner
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of every email that you compose.
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And if you've like to give
the recipient some options
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as to when you can meet,
you just simply select
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this little icon, and it's gonna allow you
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to pick the days of the week, the times
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that you would possibly like
to meet with that individual.
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And as you can see here,
now this is just an example,
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there's quite a few times here
in this three day stretch,
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you can pick as many
or as few as you like,
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and then the user receives
this in their email
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and all they have to
do is select which one
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that works for them.
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And that's the final
step, it immediately books
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a meeting on your calendar
and also their calendar.
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The only thing you have to do next
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is show up for the meeting.
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You can include meeting details
and just like we've seen
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before with Doodle and
Calendly, you can view this
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in your own time zone,
so it makes it very easy,
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very convenient for the user.
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One last thing I'll point
out here with Assistant.to
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is that if none of these times work
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they can either say,
show more times or say
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none of these times work, and
offer their own suggestions.
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So they don't even have to
have Assistant.to installed
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or be a user it can provide you
with additional suggestions.
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This has been again, very
crucial for my own business,
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it's something that I
use on a daily basis.
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Ideal for one-on-one meetings,
although it can be used
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with multiple users, as well.
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Now, maybe you need something
a little more full-featured
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than what we've seen so
far, so the next award
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I'm gonna hand out here
is for the best scheduler
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that also has a variety
of payment options.
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And for that title I have to
give it to a Acuity Scheduling.
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Now Acuity has many of the same features
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that we've seen already
with Calendly and Doodle.
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A lot of these features, in
terms of one touch scheduling,
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and appointment, and
reducing "the drudgery,"
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as Acuity says here,
of going back and forth
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between individuals, but I
think where Acuity stands out
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a little bit more than its competitors
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is the variety of additional
features that it has.
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And one of them has to do with payments.
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In fact, you can see
here that you can sell
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gift certificates,
subscriptions, setup packages,
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and even memberships
within the Acuity system.
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Now you can accept payments
with some of the other tools
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that we've already seen
including Calendly and Doodle,
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but Acuity just gives
you so many more options.
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So if you need a few
more advice two options.
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It also gives you a little
more customization as well,
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within the interface, so if
you need to match your website,
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match your branding, etc.,
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Acuity does a very good
job for that as well.
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So if you're needing something
a little more full-featured
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you might be looking at Acuity.
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Now last but not least,
I've maybe saved something
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very special for the end here,
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and that is making the use
of artificial intelligence.
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And you're going to remember this one
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because it's right in
the domain name, X.ai.
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It might be one of the shortest domains
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you've ever come across, X.ai.
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And I'd have to agree with
them, that scheduling does suck.
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But they've done something pretty unique
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to help you avoid meetings
being such a distraction,
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and such a time suck as
you go back and forth
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with your prospective attendees.
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So X.ai is artificial intelligence,
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and one of the bonuses of
X.ai is that you can use it
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across multiple areas,
so not just in email
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but you can use it within Slack.
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You can use it on your web page,
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we've seen that before as well,
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and of course it syncs
with your calendar as well.
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But I know a number of
you are Slack users,
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and that's the nice thing
is that this does integrate
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directly with Slack, as well.
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So how does it work?
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I'm gonna click on this little link here
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because there's a really good example
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that I think explains how it works.
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So here's a trial, or sorry,
a hypothetical email here,
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and you've got sort of a
back and forth going on
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that yes I'd like to set up a meeting.
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Well what X.ai does is that
it has two AI assistants here
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and the default one is Amy.
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You can see that it's bolded here.
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So Anita, in this example,
is a real person right.
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I'm chatting or this person
is chatting with Anita.
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I'd like to set up a meeting,
and at the end of the email
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he CCs [email protected] and says,
"Amy, please schedule
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"a 20-minute phone call with
Anita sometime next week,
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"and title it this, I'll call her."
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Now again, this is just bolded
so you can see the key points
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you do not have to bold
this in your email,
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you can just write it naturally, right.
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You can say schedule a meeting
next Monday with Anita,
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you don't have to say what the title is,
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that's not necessary but they've decided
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to include it here as well.
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And again, Anita, this is the real person
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has no idea that Amy is actually
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just artificial intelligence, it's not
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this person's assistant or secretary,
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but it might make you look
like you've got a secretary
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or an assistant even if
you don't have so as well.
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So let's go onto step two here.
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So on step two, the
person replies and says,
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or this is sorry, this is Amy
now, this is the AI saying,
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"hi, Anita, happy to find a
time for you, will this work?
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"But you know, Tyrik is
also available at this time,
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"what's the best number
for him to call you at?"
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And in step three the real person,
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remember this is Anita,
says, "oh, Tuesday at 2:00
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"works for me and my number is this."
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The very next step, Amy the AI agent,
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creates the calendar for both of you.
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So from this first email
nothing else was done
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from the originator, right,
from Tyrik in this example.
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Nothing else was done, he let Amy,
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his artificial intelligence assistant,
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take care of everything else.
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So this is maybe you could
say, a little more advanced
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but something worth trying out,
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something that might pique your interest
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if you want an assistant to help you out
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schedule your meetings.
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Well with that I would
love to hear from you,
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number one do you use a meeting scheduler,
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and if so did I leave
something off of this list?
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Is there something else
I should have included?
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Maybe there's a whole nother category
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that I should have included
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in this roundup of my top five.
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Thank you so much for
watching today's video.
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I hope you give this
video a big thumbs up.
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Be sure to subscribe
right here to Simpletivity
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and be sure to leave me
a comment down below.
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Remember, being productive
does not need to be difficult,
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in fact, it's very simple.
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