How to Level-Set Your Team and Have More Efficient Meetings

Getting everyone on the same page doesn’t have to be difficult.
Matthew Ritchie
October 26, 2023
5 minute read

Nearly every meeting you have with your team—whether it’s a daily scrum, quick catch-up, or weekly touchpoint—ultimately has one goal: getting everyone on the same page.

In the business world, they call that level-setting.

“Level-setting” has been used so much that it’s borderline cliche. 

But knowing how to level-set—whether with your team, before a meeting, or when onboarding new employees—is essential to creating an efficient, effective, and headache-free work environment.

In this blog post, we’ll explain the meaning of level-set and share tips on how to do it.

What does level-set mean?

Level-setting is the process of ensuring that everyone involved in a conversation or project has a common understanding of the key facts, goals, and objectives. This can involve clarifying terminology, outlining a project, reviewing data, and sharing need-to-know information.  

Level-setting is crucial at the start of meetings, workshops, strategic planning sessions, or new projects, helping minimize miscommunications and aligning team members, so everyone is on the same page.

Why is level-setting important?

Level-setting before a project or discussion—whether it’s with a team member who’s new to the job or a colleague who misunderstands the goals and expectations of something they’re working on—can ensure everyone has a mutual understanding of what you need to accomplish.

Unsure if your team or organization needs to work on level-setting? Look out for:

  • Team members working towards different objectives or having different understandings of priorities
  • Regular miscommunications leading to mistakes or uncertainty about project details, roles, or objectives
  • Less input during discussions and decision-making
  • Inefficiencies (like frequently delays with tasks and projects or team members working on the same tasks without realizing it)
  • Meetings that frequently go off-track and aren’t focused on the agenda

And, overall, decreased enthusiasm, commitment, or motivation from colleagues.

Further Reading: Want to become a productivity powerhouse? Read OpenAI CEO Sam Altman’s top tips

What are the benefits of level-setting?

Level-setting in a workplace ensures everyone understands the goals and desired outcomes of a project or discussion, what’s expected, and the key facts, assumptions, constraints, and priorities. It can also improve decision-making, communication, and collaboration.

How to level-set your team

1. Schedule a meeting

Book a time to level-set your team. Make attendance mandatory, and share any documents or information worth looking at beforehand.

2. Set objectives

Create a list of objectives and share an agenda in advance to help guide the discussion and ensure everything gets covered.

3. Lay out the goals

Whether it’s a brainstorming session, project planning, or future investor presentation, review and reaffirm the objectives and company’s long-term vision, and clearly articulate what’s expected from everyone involved.

4. Prioritize

Identify the order of priorities and ensure everyone agrees on the strategies and approaches needed to achieve those objectives.

5. Address conflicts, concerns, and confusion

Clarify any confusing terminology, review your team’s workflows and processes, and ask them if they have concerns, conflicts, or issues with anything you discuss. (Use a tool like Bloks to summarize your meeting and identify any action items or next steps—download it for free).

Final Thoughts

Getting everyone on the same page doesn’t have to be hard work. A little level-setting goes a long way in clearing up confusion, making meetings run smoother, and helping everyone move in the same direction.

Learn more by visiting our blog, and streamline your meetings by downloading Bloks

Whether you’re a sales superstar, in-demand consultant, busy recruiter, or someone who simply needs to schedule a lot of meetings, one thing’s for sure—you’ve probably booked a lot of them over the past two years.

Hybrid work has forced the majority of our meetings online, and while we appreciate being able to wear sweatpants during normal work hours, the time-consuming ballet that is sharing your availability, finding a time to meet, and adding it to your calendar isn’t quite as enjoyable. 

Speaking with everyone from solopreneurs to seasoned professionals, it seems like a lot of people find meeting scheduling software either costly, impersonal, or just plain boring. And Calendly and other alternatives don’t always cut it.

We hear you. 

Everyone is different, and so is how they work. Making good first impressions is important, and you shouldn’t have to pay a premium for them or basic customizations and integrations with your meeting booking system.

Nook Calendar’s meeting proposal feature is already used by tons of high-performing teams for selecting and proposing meeting times outside of their organization. 

Now, we’re making things even easier by letting you build personal pages with shareable calendar-booking links, right in Nook Calendar. Add them to your LinkedIn profile, email signature, website, or messages when finding a time to meet.

We think it’s the best meeting scheduling software out there, and we’re excited for you to give it a try, so let’s get started.

Here’s How to Set Up a Personal Booking Page in Nook Calendar

First off, if you’re new to Nook Calendar—hello! (If you’re already a Nook user, you can skip ahead.)

You’re going to start by syncing your calendar—either from Google Calendar or Microsoft Outlook—and entering your work email address.

Once you approve any necessary permissions, you’ll set up your People Bar. Search for any connections and add the people you interact with the most when scheduling meetings.

From there, you can add any additional calendars you want to see (add your personal one, if you like, to further prevent any overlaps when scheduling meetings), integrate with Zoom (so you can launch calls straight from your calendar), and choose your preferred display setting—select Match OS, Light Mode, or Dark Mode.

Launch Nook Calendar, and you’re ready to set up your online meeting scheduler.

Now, the fun begins

You’re going to start by claiming your unique URL for sharing your meeting availability page. 

Your first name appears by default, but really, it can be anything. We recommend using your full name (e.g., /john-smith).

(You can always change your URL in the future, as long as it’s still available.)

From there, you want to complete your profile. 

Your profile pic is automatically pulled in from your Microsoft or GCal account.

But you can add your name, job title, welcome message, and links to social media profiles or professional website, so guests know a bit more about you when booking a meeting. 

Then, you can start setting your weekly availability.

Nook Calendar defaults to traditional time blocks—9–12 a.m. and 1–5 p.m. These are the hours someone can book a meeting from your personal page. Adjust them based on your availability. 

Your timezone is automatically set to your local time, but you can change it if you primarily work with people in a different timezone and it’s better to visualize that when setting your availability.

Choose which calendar you want to accept meetings in—it can only be booked in one, but Nook Calendar will automatically reference your availability in other calendars you’ve synced to prevent double-bookings when someone schedules a meeting.

Now, it’s time to set up some paramaters. 

You can set up your preferred meeting duration in either 15, 30, 45-minute or one-hour increments (or a custom time).

You can also add buffer time to give yourself a break between meetings, or set a lead time of up to 24 hours, so no one can book any last-minute meetings.

And you’re all set! You can preview what the page will look like, then share it with contacts or add it to your LinkedIn profile (we suggest adding it as a secondary URL), email signature, and anywhere else you do business.

Once someone books time in your calendar, you’ll receive an email and get a notification in the Pulse.

If you ever need to make any changes, you can access your personal meeting page in the bottom of the Magic Panel and make any adjustments—either to your weekly availability or personal information.

You can also remove your availability by simply creating events in Nook Calendar and marking them as Busy to block off time and prevent any bookings.

Nook Calendar’s new personal pages for sharing meeting availability are available on Web, iOS, and Android. 
If you have any questions or thoughts, we’d love to hear them. Hit us up in our Slack Community or contact us through Support.