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How to Politely Share Your Scheduling Link on the Calendar

Unproductive and poorly run meetings take up endless hours of our time. ‌What I believe is even worse is the precious time wasted using emails, texts – and even worse calls, back and forth. ‌After‌ ‌everything,‌ ‌on average, a meeting is scheduled after eight emails, according to studies. But there are ways to politely share your scheduling link on Calendar.


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Share your scheduling link on the calendar

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

However, if you want to effectively share your schedule link on Calendar, you should do so politely. And here’s how you can achieve it.

Share when appropriate.

Let’s say you’re at your favorite cafe catching up on work. Eventually, you strike up a conversation with another customer. And, since you have sympathized, you decide to continue the conversation by exchanging your coordinates.

It doesn’t matter if it’s a potential romantic relationship or a new business relationship. It would definitely be pretentious if your first post included your calendar link. However, he is a relatively clear indication that you are an important person.

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

Additionally, “disclosing” your schedule and routine to a stranger gives them information about your life that they could use against you,” says Max Palmer in a previous Calendar article. “Keep your calendar information sensitive for you.”

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

Open the door for them.

Traditionally, we were taught to open the door to others before ourselves. And we can also apply this to our calendar availability.

Rather than just sending your calendar link and saying, “Here is my calendar link”, you can first “open the door” to someone else. How? While asking their availablity.

You can then offer them your calendar link once they walk through the door. If you need a script to follow, try something like, “I would appreciate it if you could let me know when you are available. Or, if it’s more convenient, you can choose a time outside of my calendar.

It may not seem like much. ‌However, we do observe a variety of seemingly small gestures, such as silencing your phone in a‌ ‌cinema‌ ‌cinema. Julianna Margulies said it perfectly, “Small gestures can have a big impact.”

Create priorities.

Kelly‌ ‌Nolan,‌ ‌a‌time management strategist‌ ‌,‌‌ uses three different links in her calendar for various purposes: client meetings, casual dates or networking events, and team meetings. ‌Plus, she enthusiastically supports auto-scheduling for‌ ‌unexpected reasons.

“You set end times,” Nolan told Bloomberg. ‌For example, schedulers can configure time slots of up to 30 minutes, preventing attendees from ignoring out-of-time signals when a meeting is over. ‌Plus, many of the programs she uses to protect her clients’ time are better than they can manage independently.

“A lot of us have this tendency of pleasing people to say, ‘Well, okay, I’m just going to make this inopportune weather work,’ which removes that propensity,” she said.

To avoid negative messages, Nolan shares his calendar link and a note that says: ‌If some‌‌‌of‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌‌are‌‌‌‌‌‌are‌‌‌‌‌‌‌‌‌.

“It’s a signal that I’m ready to work with some people beyond my calendar tool,” Kelly said.

Establish a friendly tone‌ ‌.

When you invite people to use your calendar, be careful with your wording. ‌While you want to be direct, you don’t want to be too brash or disrespectful of their time. Instead, emphasize the convenience of using a timeline link, like not playing the back-and-forth game anymore.

For example, you might say, “Whenever you’re ready, here’s my scheduling link on Calendar, so you can select the time that works best for you.” I look forward to speaking‌ ‌with‌ ‌you soon.

Timing 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 very ‌last‌ ‌minute. ‌It is essential to find‌ ‌a‌ ‌balance.

You should share your calendar 24-48 hours before your departure with your family and your assistant, for example if you are planning a trip. For example, if you need a team meeting on Thursday, sending a scheduling link on Tuesday is too soon.

In short, you need to consider urgency and deadlines before sharing your calendar so that it gets shared at the right 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 time of 9:00 a.m. EST. Instead, you ask them to join that 6 a.m. video call.

Be flexible.

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

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

Choose a compatible calendar.

Technology can sometimes be a bit tricky. ‌For example, although it is possible to switch between Apple, Google or Microsoft, it can be confusing. Also, it’s not always convenient if you’re sharing a Google Calendar link with a group that primarily uses Apple Calendar.

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

Follow the Goldilocks rule.

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

Most online calendars and 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 capabilities,” adds Sloan. “Therefore, you can allow everyone to see personal appointments, make entries vague, or not put them on work calendars.”

When adding event details to a shared calendar, strike a balance. ‌The date, time and place must at least be indicated. It’s also a brilliant idea to include who will be attending.

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

Also, avoid being ‌vague. ‌Don‌ ‌not‌ ‌just schedule the afternoon for “meetings”. Make sure everyone has the information they need ahead of time.

Don’t ghost anyone.

In other words, if you receive a calendar link, don’t leave the sender dry.

I’ve sent calendar invites to someone who has never responded in the past. Maybe because they knew about the invitation and assumed I had anticipated their presence. But, it’s still my pet peeve.

You only have to click a button to confirm. Also, it’s nice to let others know you’re coming. ‌In addition, you will receive updates, such as cancellations. ‌One invite is more efficient than multiple invites.

And I hope that because you answered, others will reciprocate when you share your planning link in the future.

Email embedding.

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

Image Credit: Cottonbro; pexels; Thank you!

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