Vote for the best meeting day and location

I’m trying to plan a meeting but it seems not everybody liked the day that I picked originally. I’ve now got several alternatives and I would like people to vote on the meeting days and times that are available and then pick the one with the most votes.

Is there any way I can create a “vote for meeting” invitation in Outlook?

Meeting Vote buttonYou can create a custom voting email in Outlook which contains all the options that are available. However, there are 2 major downsides to this method;

  1. Every recipient should be using Outlook for voting to work.
  2. They can only pick 1 option, even when they are perfectly fine with additional options as well.

I have not found a good way in Outlook to allow the recipients to easily select a date of choice without needing to do a whole lot of manual work or use additional applications.

Most often it is not worth to do a lot of extra work for it anyway or you might as well could have manually processed all their wishes and select a date yourself based on that feedback.

Date voting website:

While I don’t have a good Outlook workaround this time, I do know of a great website which is quite popular in The Netherlands and is called Don’t worry about the Dutch name (which means Date Picker); the site can be set completely in English as well.

In 4 easy steps you can send out your invitation with multiple dates and people can vote on their preferences. The website will then automatically calculate availability percentages based on their responses so all you have to do is pick the date which has the highest rate of availability. The responses are calculated in the following way;

  • ‘yes’ counts as 100%
  • ‘rather not’ counts as 50%
  • ‘unknown’ counts as 25%
  • ‘no’ counts as 0%

Modifying, canceling, adding participants, etc… it is all possible from the website itself without the need to register first.

You can also create groups to easily select the participants. Another feature is that you can specify multiple possible locations and people can directly vote on that as well.

Meeting vote results -
Pick a date fast and easy! (click for full image)

Meeting vote results sorted -
You can adjust how the results are being displayed.

Alternative date voting website:

An alternative for is NeedToMeet. This website offers you similar functionality but only allows Yes/No answers and you can’t finalize the vote and directly inform everybody about the results.

However, when you register (free), you do get access to an Outlook add-in which allows you to create date voting emails directly from within Outlook and integrate it with your Calendar and Contacts.

Meeting vote results - NiceToMeet

Native alternative: Access Data Collection

The closest I got by using native Office functionality was by using the Access Data Collection function, which was introduced in Office 2007 but discontinued in Office 2013.

This method requires you to have Access 2007 or 2010 installed on your computer but recipients do not need it. You can then collect their multiple answers and process it in Access accordingly (for instance by assigning 10 points for a “Yes”, 5 points for a “Maybe” and 0 points for a “No”).

For more information see Access Data Collection: Collect data by using e-mail messages.

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