They are a bit like Marmite I guess. But I love them – if used correctly.

Here are some tips to using them, to retain control of your diary (and sanity!)

1.      Before you pay for a service, i.e. Calendly, check if you don’t already get an option with your current office package.  Microsoft includes Bookings with their 365 subscription which has all the functions you need, without the additional expense.

2.      Set them up properly initially. Before you send a link to anyone, make sure they are set up how you want them, using some of the ideas below:

a.      Choose times you are available. Always do the school run – make your diary unavailable till 10am to make sure you are back and nobody books a meeting for 9.15. Struggle to concentrate after 3pm – set your end of day to 3pm. Make sure you leave time for lunch too.

b.      Put in a buffer – if you don’t do this, you could end up on back-to-back calls, which is useless to everybody. Add in a minimum of 10 minutes buffer before and after every meeting.

c.      Choose different meeting lengths/types. On some plans you can have different meeting types. Quick catch up may only need 15 minutes, an onboarding call may need an hour. Then select which one is most appropriate.

3.      Be selective over which link is sent out – if you’ve chosen different meeting types/lengths then only send out the relevant link to the right person. No point in sending a 1-hour call to someone who has asked for a quick catch up. This also helps you manage your time too.

4.      If you want to add one to your website, you can set up a specific option for this.  Call it website catchup or something similar and be very selective over the times you are available for this.  If the person wanting to book can’t do those times, they will get in touch.

5.      Link in your Zoom or Teams so its very clear this is how the meeting will take place. It also means the link will be sent out with the booking link, so all you and they have to do is turn up on the day.

6.      And finally – keep your diary up to date! You need to link your diary which is easy to do, and then the booking system pulls your current availability though to ensure no double booking.

Would you add in any tips to the above, if you already use a calendar booking system?  Or if you don’t use one – let me know if you have any questions.