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Scheduling A Company Party

Published May 25, 2017

Every year our company tries to do an annual get-together with all the employees and families and friends.  In the past, we hosted this event at Ronnie's home and had a company wide BBQ.  But as the company grows, both in terms of employee count and the employee's families grow, we needed a larger venue.  So we moved the event to Rockland Boulders stadium, a local baseball team, and host it in one of their corporate suites

The second issue is managing the date/time of the event.  Like I said, more employees, more people, harder to find a date that works for everyone.  I imagine when it comes to larger companies, they just pick a date and those who can show, show up and those who cannot, don't show.  But with about 25 employees, we want to find a date where at least ~95% of the folks can make it.

So we use a free online tool named Doodle, it lets you have people vote on dates that are good for them.  Then the one with the most votes is the best option. 

We started planning the date for our baseball night and as you can see, there isn't a single date that works for those who have filled out the form yet.   Here is a censored view of the results thus far:

I expect an additional ten or so responses, but already there is no perfect date.  So what we do is simply book the date that works best for everyone.  I always do ask those who marked a date down as not good, if the date can potentially work for them or there is absolutely no way they can make it (i.e. out of the country or something).

Doodle really makes managing scheduling these types of events manageable. 

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Barry Schwartz is the CEO of RustyBrick, a New York Web service firm specializing in customized online technology that helps companies decrease costs and increase sales. Barry is also the founder of the Search Engine Roundtable and the News Editor of Search Engine Land. He is well known & respected for his expertise in the search marketing industry. Barry graduated from the City University of New York and lives with his family in the NYC region.

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