How to politely share your appointment link on the calendar

Unproductive and poorly managed meetings demand endless hours of our time. ‌What I believe to be even worse is the valuable time wasted using emails, text messages, and even worse, calling, going back and forth. ‌After all‌ ‌everything,‌ ‌on average, a meeting is scheduled after eight emails, according to studies. But there are ways to politely share your appointment link in Calendar.


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Share your appointment link on the calendar

Fortunately, a scheduling link can solve this problem. ‌If you’re not familiar, this is an instant communication method that establishes real-time connections between people or a URL. ‌As a result, you will stop email ping pong, avoid scheduling conflicts, eliminate hard work, and simplify‌ ‌your‌ ‌meeting‌ ‌workflow.

However, if you want to efficiently share your booking link on Calendar, do so politely. And here’s how you can achieve just that.

Share when appropriate.

Let’s say you’re at your favorite cafe catching up on some work. Eventually, you strike up a conversation with a fellow patron. And, since you hit it off, you decide to keep the conversation going by exchanging contact information.

It doesn’t matter if this is a potential romantic relationship or a new business connection. No doubt it would be pretentious if your first message included your calendar link. Nonetheless it is a relatively clear indication that you are an important person.

Instead, just get their contact information and nurture the relationship organically. Then, in the correspondence that follows, ask if they have a calendar link they would like to share. Otherwise, suggest sharing your calendar link with them. If that doesn’t work, ask when they are available.

Also, disclosing “your schedule and routine to a stranger gives them information about your life that they can use against you,” says Max Palmer in an earlier Calendar article. “Keep your calendar information confidential to yourself.”

But this isn’t the only time it’s inappropriate to share a calendar link. For example, planning a surprise party or a brief 10-minute call probably doesn’t require scheduling links.

Open the door for them.

Traditionally, we were taught to open the door for others before ourselves. And we can definitely apply that to our calendar availability as well.

Instead of just sending your Calendar link and saying “Here’s my calendar link”, you can “open the door” for someone else first. How? when asking their availability.

You can offer them the Calendar link after they walk through the door. If you need a script to follow, try something like: “I’d appreciate it if you could let me know when it’s available. Or, if it’s more convenient, you can ‌pick a time outside of my Calendar.”

It might not seem like much. ‌However, we observed a variety of seemingly small gestures, such as silencing your phone in a‌ ‌cinema‌ ‌theater. Julianna Margulies put it perfectly: “Small gestures can have a big impact”.

Create priorities.

Kelly‌ ‌Nolan,‌ ‌a‌ ‌time management‌ ‌strategist‌ ‌uses three different links in her calendar for various purposes: client meetings, casual coffee or networking events, and ‌team‌ ‌ meetings. ‌In addition, it enthusiastically supports automatic scheduling for unexpected reasons‌ ‌.

“You set the end times,” Nolan told Bloomberg. ‌For example, schedulers can configure time slots of up to 30 minutes, preventing participants from ignoring off-hours signals when a meeting ends. ‌Also, most of the programs she uses to protect her clients’ time are better than what they can independently manage.

“Many of us have this people-pleasing tendency to say, ‘Well, okay, I’m going to make this inconvenient time work,’ which removes that propensity,” she said.

To avoid negative messages, Nolan shares his calendar link and a note that reads: ‌If any‌from‌ ‌my‌‌upcoming‌ ‌appointments‌ ‌is not convenient for you, please let me know.

“It’s a sign that I’m willing to work with certain people in addition to my calendar tool,” Kelly said.

Establish a friendly tone.

When inviting people to use your Calendar, pay attention to your text. ‌While you want to be direct, you don’t want to be too bold or disrespectful to their time. Instead, emphasize the convenience of using a calendar link, such as no longer playing the round-trip game.

For example, you can say, “When you’re ready, here’s my appointment link in Calendar so you can select a time that works best for you. I hope to speak with you soon.”

Time is everything.

Timing is everything when sharing‌ ‌your‌ ‌Calendar. ‌It’s best not to share your calendar link until it’s too late. At the same time, you don’t want to share it until the ‌last‌ ‌minute. ‌It is essential to find‌ ‌a‌ ‌balance.

You should share your Calendar 24-48 hours before you leave with your family and assistant, for example if you are planning a trip. For example, if you need a team meeting on Thursday, sending a schedule link on Tuesday will be very close.

In short, you should consider urgency and deadlines before sharing your Calendar so that it is shared at the appropriate time.

Also, be aware of opening hours, time zones, and holidays. For example, if you’re on the east coast and want to have a virtual meeting with a colleague who lives on the west coast, don’t suggest a meeting at 9 am EST. Instead, you are asking them to join this video call at 6am.

Be flexible.

Even if the other person’s schedule doesn’t match what you have available in your Calendar, be open to accommodate their needs. For example, “Can you share a convenient time for a meeting or can you choose from my calendar if you prefer?”

Note that you don’t say that blocking your time is only possible using your calendar link. I usually use this as a starting point, though.

Choose a compatible calendar.

Technology can be a little thorny at times. ‌For example, even if it is possible to switch between Apple, Google or Microsoft, it can be confusing. Also, it’s not always convenient to share a Google Calendar link with a group that primarily uses Apple Calendar.

Generally, you should ensure that your Calendar is accessible from ‌ ‌ ‌ ‌ ‌ ‌ platforms. ‌That way, there is no syncing or sharing process to worry about. Plus, it’s convenient and doesn’t require other guests to install a new app or learn how it works.

Follow the Goldilocks Rule.

“Certainly, privacy can be an issue for successful calendar sharing,” writes Kayla Sloan in an article for Calendar. “But a lot of people mix personal and work calendars seamlessly.”

Most calendars and online apps “have settings that allow you to make some entries private and others shared.” ‌Unfortunately,‌ ‌these settings prevent others from seeing sensitive information.

“However, not all calendars have the same features,” adds Sloan. “So you can let everyone see personal appointments, make vague entries, or not put them on work calendars.”

When adding event details to a shared calendar, strike a balance. ‌Date, time and location must be listed as a minimum. It’s also a brilliant idea to include who will participate.

With attachments containing schedules and locations, they can get directions on their phones without giving away too much information.

Also, avoid being vague. ‌No‌ ‌no‌ ‌just schedule the afternoon for “meetings”. Make sure everyone has the information they need in advance.

Don’t ghost anyone.

In other words, if you get a calendar link, don’t let the sender down.

I have sent calendar invites to someone who has never responded in the past. Perhaps because they knew about the invitation and assumed I anticipated their presence. But, it’s still a pet peeve of mine.

You just need to click a button to confirm. Also, it’s good to let others know you’re coming. ‌Also, you will receive updates such as cancellations. ‌One invite allows more efficiency than multiple invites.

And I hope that like you answered, other people will reciprocate when you share your booking link in the future.

Email embedding.

You might consider embedding the calendar link in the body of the email. why? There are fewer clicks involved than on your website. In turn, it is more courteous, as it saves you time when scheduling.

Image credit: Cottonbro; Pexels; Thanks!

The post How to Politely Share Your Booking Link on Calendar appeared first on Calendar.

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