Scheduling Etiquette, Rules and Tips

[Anonymous]

I absolutely hate scheduling meetings/conference calls - checking everyone's availability, offering different options in case some don't work out, emails back and forth aligning locations to meet. And heaven forbid, the dreaded reschedule. I'm sure its easy for some people - I am just not one of them.

What are your meeting scheduling rules or tips? e.g. if you are scheduling a meeting, how many options to do you offer? Do you swear by calendly? Do you put holds on your calendars until presented options get confirmed? If a meeting is going to last more than 30 minutes but less than 60, is a 45 min slot acceptable (I see it so rarely).

[Anonymous]

-try to keep it between 10am - 4pm
-always respect the 12 pm-1 pm hour lunch time
- limit meetings for Fridays (my company has a no meeting Friday rule)
-make sure the most important people needed for the meeting are invited
-always check to see attendees time is open prior to scheduling the meeting
-always put in a brief description of the meeting agenda. I can’t stand when people invite me to a meeting and it’s just the subject line and has a blank description

[Anonymous]

Are you talking about internal meetings, external, or a mixture of both? Do you use Outlook, or Google Calendar?

Calendly or Doodle are fine, but limit the options (do not offer every day for a month, even if these are very busy people you're dealing with).

Forty-five minute meetings are fine, if that's what you need.

Include time zones if necessary.

[Anonymous]

Anonymous wrote:-try to keep it between 10am - 4pm
-always respect the 12 pm-1 pm hour lunch time
- limit meetings for Fridays (my company has a no meeting Friday rule)
-make sure the most important people needed for the meeting are invited
-always check to see attendees time is open prior to scheduling the meeting
-always put in a brief description of the meeting agenda. I can’t stand when people invite me to a meeting and it’s just the subject line and has a blank description

Agree with all this.

As to coordinating schedules - I'm a Fed and have functioned in roles from admin to running projects to chief of staff and seniority rules as far as calendars.

[Anonymous]

Your unique situation and who is involved make a big difference. Some orgs have a way to check other people's availability on their calendars, and some don't. If you're dealing with outside people, you probably won't have this option.

Calendly works okay, but only if you are scheduling for a one-on-one with someone.

I have found some success with having people fill out a Doodle poll. But I wouldn't do this super frequently.

[Anonymous]

I’ve never worked in an organization that didn’t use outlook, so I’ve always been able to see everyone’s availability when scheduling meetings.

[Anonymous]

I offer three options and am mindful of time differences.

[Anonymous]

I look at Outlook and find an open time for the invitees involved.

[Anonymous]

Anonymous wrote:I look at Outlook and find an open time for the invitees involved.

This, and if there isn't an open time that's good for everyone, I pick one that's open for most and/or open for those most critical for the meeting. Those with conflicts can see if they can shift things on their side, or if we need to find a new time altogether (less common). Agree with the PP upthread about 10-4 and trying for no Fridays (I also try for Monday afternoons vs. mornings).

[Anonymous]

Anonymous wrote:I look at Outlook and find an open time for the invitees involved.

I guess I'm a jerk because this is about all I do and then I pick the time that works best for me. Not too early, not too late.

[Anonymous]

I find calendly really offensive.