Guide to Easily Book Meetings with Catering and Services in Outlook and Safe Time

Guide To Book Meetings With Catering And Other Services In Outlook

Outlook Meeting mit Catering und services: In einfachen Schritten zum perfekten Meeting

Why meetings are important

Meetings undoubtedly play a crucial role in the business environment. They enable direct communication and the exchange of information between team members, departments and management levels. Ideas can be presented, problems discussed and joint solutions found. Meetings promote cooperation and strengthen team spirit, which has a positive effect on teamwork. They also serve to define clear goals and strategies for the company. Meetings also ensure that everyone involved has the same level of information and thus contribute to better information distribution within the company. Effective meetings can increase productivity and help to achieve company goals. They are therefore an important tool for the success of a company.

However, meetings also offer other benefits. They promote innovation as they provide a space for the presentation and discussion of new ideas. They can help to solve problems by analysing challenges and developing joint solutions. Meetings are also a place for strategy development, where business plans can be created and discussed to ensure that everyone in the organisation is aligned towards the same goals.

Decision-making is facilitated in meetings as all relevant information is collected and discussed before a final decision is made. Meetings can increase employee motivation and commitment by celebrating successes and recognising achievements. They allow information to be shared within the organisation so that everyone is informed of the latest developments.

Responsibilities can be assigned in meetings and follow-up actions can be planned to ensure that decisions are put into action. Conflicts can be openly addressed and resolved in meetings, which helps to promote a healthy company culture.

Overall, meetings contribute significantly to increasing the efficiency and effectiveness of an organisation. They are a tool to promote communication, innovation, collaboration and the achievement of organisational goals. Therefore, it is crucial to plan meetings carefully, facilitate them efficiently and continuously improve them to realise the full value of this important business practice. Meetings are not just a waste of time, but a valuable tool that has a significant impact on the success of an organisation.

The success factors for organising an effective meeting

Set clear goals:

Clear and well-defined objectives are the key to a successful meeting. Before you plan a meeting, you should think carefully about what you want to achieve. This could be to solve a problem, make a decision, exchange information or brainstorm on specific topics. The participants should already know in advance what results are being sought so that they can prepare in a targeted manner.

Create an agenda:

The agenda is the structured framework of the meeting. It serves to organise the topics and processes of the meeting. The agenda should list clear points that need to be discussed and an appropriate time should be set for each point. The agenda is distributed to the participants before the meeting so that they can prepare and know what to expect.

Invite the right participants:

Selecting the right participants is crucial to the success of the meeting. Only those people who can make a direct contribution to the objectives of the meeting or benefit from the information and discussions should be invited. Too many participants can lead to lengthy discussions, while too few can limit the range of ideas and perspectives.

A suitable place and time:

The venue and the time of the meeting are important factors. The room should offer sufficient space and have the necessary technical equipment if presentations or video conferences are planned. The time should be chosen so that the most important participants can attend and there are no conflicts with other appointments.

Preparation and materials:

Preparing the participants and providing the necessary materials is crucial for an efficient meeting. Participants should be informed of the agenda in advance to allow time for research and preparation. If presentations, reports or other documents are required, they should be distributed well in advance of the meeting to ensure that everyone is on the same page.

Effective moderation:

An experienced moderator is the conductor of the meeting. The role of the facilitator is to ensure that the meeting runs smoothly, the agenda is adhered to and the discussion remains focussed. The facilitator can also encourage interaction between participants by asking questions, leading discussions and ensuring that everyone has the opportunity to speak.

Promote interactive communication.

Meetings should not only be used to convey information, but also to facilitate the active exchange of ideas and opinions. The moderator can integrate interactive elements into the meeting, such as discussion rounds, brainstorming sessions or group work. This encourages participant involvement and contributes to creative solutions.

Time management:

The effective use of the time available is crucial for a successful meeting. The moderator should ensure that the discussion does not digress and that sufficient time is allocated for each agenda item. If necessary, the moderator can schedule breaks to keep the participants focussed.

Decision making:

Decision-making is a key objective in many meetings. It is important that clear decisions are made and documented. Responsibilities for implementation should be defined and the results should be communicated to all participants. This enables clear follow-up of decisions and measures.

Follow-up and documentation:

After the meeting, the decisions and action steps should be documented. This information should be distributed to all participants so that they are aware of their commitments and progress. This supports the follow-up and implementation of the agreements made at the meeting.

How can arbooMEET help to book meetings with catering in Outlook?

With the help of arbooMEET, you can easily integrate catering services into your Outlook environment while booking a meeting room. The relevant options are displayed in the booking window and can be easily selected. Thanks to arbooMEET, all relevant people are notified of the required information in good time and all preparations for the catering run smoothly. The transparent distribution of tasks helps to ensure the efficient use of your time.

The seamless integration of arbooMEET into Outlook provides users with an extremely convenient and straightforward method of booking catering services and options for their meetings. The option to select additional catering services directly within the familiar Outlook interface saves you valuable time and the hassle normally associated with switching between different platforms or communicating with different catering providers.

Once you open the booking window in Outlook, you will have access to a wide range of catering options that can enhance your meeting experience. These include menu options, beverage selections, special culinary preferences and additional catering arrangements. The ease of selecting the desired services from the options on offer allows users to customise their meetings precisely to their individual needs and preferences.

A significant advantage of arbooMEET is that all relevant people are informed of the required information in good time. This eliminates the need for manual coordination or subsequent email communication, as the integrated software automatically notifies all relevant people of the catering services booked. This automation and efficient communication helps to make planning and preparation processes smoother and ensures that all participants are well informed and adequately prepared for the meeting.

Furthermore, the clear allocation of responsibilities facilitated by arbooMEET improves the overall efficiency of catering preparation. By assigning specific tasks and responsibilities to specific individuals, work is effectively divided and there is less room for misunderstandings or duplication of work. This approach not only saves time, but also promotes an organised and productive approach to organising catering.

In summary, arbooMEET’s integration with Outlook provides users with an extremely convenient and efficient solution for booking catering services and options for their meetings. Thanks to this seamless integration in the familiar Outlook interface, arbooMEET makes the process of selecting and coordinating additional catering services extremely user-friendly. It also guarantees timely communication and enables efficient resource utilisation.

How easy it is to book a meeting via Outlook with catering or services with the help of arbooMEET

Open Outlook

Start your Outlook e-mail programme on your computer and log in with your e-mail account.

Switch to the calendar

Click on the calendar icon or select the ‘Calendar’ option in the ‘View’ menu. This will take you to the calendar view.

Select the date and time

In the calendar, navigate to the desired date and time on which you would like to hold the meeting. Double-click on the relevant time slot to open a new appointment window.

Enter the meeting details

Fill in the appointment window with the relevant meeting details. These include:

Subject: Enter a meaningful subject for your meeting, e.g., ‘Weekly Team Meeting’.
Location: Enter the location of the meeting.
Add participants: Click on ‘Add participants’ and enter the email addresses of the participants or select them from your address book.
Date and time: Select the date and time for the meeting.
Duration: Enter the estimated duration of the meeting.
Recurrence options: If the meeting takes place regularly, you can set recurrence options such as weekly or monthly.
Reminder: Specify when you would like to receive a reminder for the meeting.

Open arbooMEET

Navigate to the arbooMEET button, which is labelled with the arboo logo. A window opens with the options ‘Catering’, ‘Services’, ‘Seating’ and ‘Information’.

Navigate to ‘Catering’

A window opens with all the catering options stored. These have been customised by you and can be provided with prices and comments if required. You can also enter the organisational unit, cost centre, external guests and other information as required.

Save your catering choice

A confirmation of the booking will appear. By clicking on ‘Save’, the information is sent directly to the person responsible. They have all the information they need to finalise the catering on time.

Open the menu item ‘Services’

The window with all the services you have stored will open. Here you can now freely select which services you require for the meeting. These range from technical services to moderation cases and pinboards, depending on what you need for your meetings. Of course, you can also enter comments for those responsible if you have any special requests.

Save your services

The booking is confirmed in a window. Now all the people responsible for these services are automatically contacted and know directly when what is needed.

Save or send the meeting

Once you have entered all the meeting details, click on the ‘Save and close’ or ‘Send’ button, depending on whether you want to book the meeting immediately or send invitations to the participants.

Check your meeting

Your meeting is now saved in your Outlook calendar. You can access it at any time to check the details or make changes. If you have sent invitations to participants, they will receive an invitation in their email inbox and can accept or decline the meeting.

Request catering, seating options and services

arbooMEET offers a fully comprehensive and integrated process for ordering catering and services. It also allows users to choose seating options.

Customised configurations are possible for each catering event, covering a variety of aspects. These include the selection of available food and beverages, the definition of order lead times, the provision of additional services and the assignment of responsibilities. These customisation options give our customers a clear overview and the freedom to choose the catering options that meet their individual requirements.

During the catering booking process, our clients have the flexibility to make adjustments based on the type and size of their event. In addition, our system allows them to request additional services – all within the same intuitive user interface.

To ensure the quality and efficiency of the process, every order goes through an approval process. Our responsible employees carefully check and process the orders according to the customer’s wishes. The system automatically informs all parties involved through status updates and sends detailed summaries of the orders to the responsible persons. This ensures that every step of the process is transparent and traceable so that everyone involved is always informed of the current status.

This function significantly enhances the convenience and efficiency of catering bookings by providing a comprehensive solution for planning and implementing catering offers.