"No, sorry, I can't make it at that time."

How many times have you heard that phrase, or something similar?

It happens more often than you'd think. Case in point: my friends and I attempted to make plans to meet up for dinner. The leader of the group suggested a location, date, and time. The remaining four of us checked our individual calendars and reported back in our group chat.

One person was busy that day -- so it was back to the drawing board, and new times were suggested.

This resulted in a long, confusing thread of messages that spanned multiple hours as meeting times were suggested and rejected. Eventually, we settled on a date and time, but the process of finding the best time to meet was inefficient and frustrating.

I'm sure you've had similar experiences, either outside of work or when scheduling meetings with managers, colleagues or prospects. Finding times to meet can be particularly challenging, especially if the person (or people) you're booking time with have back-to-back meetings blocking off the majority of the day. Or, their schedules could be completely booked far in advance.

This is where meeting tools can help simplify the process of finding the best times to meet.

Get Started with Free Meeting Scheduling Software

Find a Meeting Time That Works for Everyone

It can be a challenge to schedule meetings at times that work for everyone. Here are a few tips to keep in mind when scheduling meetings and sending meeting invitations:

  1. Provide detail: What's the meeting about?
  2. Communicate value: What will participants gain from the meeting?
  3. Determine the meeting type: Will it be in-person, a conference call, or video chat?
  4. Consider all timezones: Where are your meeting participants located?
  5. Find the best time: Which date and time will you choose?

Luckily, there are meeting scheduling tools to simplify the process of finding the perfect meeting time.

1. HubSpot Meetings Tool

Price: Free

The HubSpot Meetings Tool allows you to connect your Google Calendar or Office 365 calendar which automatically syncs your availability. Then you'll create a meeting link, send it to your meeting invitees, and they can choose a meeting time that works best for them. Plus, sales teams can add their group availability or use the round robin feature to book meetings with prospects. The meetings tool integrates directly with the free CRM to manage contact details and see who has booked a meeting with you.

2. Doodle

Price: $4.08/month for 1 user (Private), $5.75/month for 1 user (Small Business), $2.98/month/user for 5 users (Business)

Doodle is a polling tool designed specifically for finding meeting times. The host of the meeting suggests possible times for the meetings, sends the poll to the meeting participants, and they enter their availability. Then, the meeting host selects the best meeting date and time based on the responses.

3. NeedToMeet

Price: Free (Standard), $12/year/user (Advanced), $19/year/user (Premium)

Find a time to meet by entering your meeting details, suggesting meeting dates and times based on your availability, and inviting meeting attendees. The invitees have the ability to choose from the suggested meeting dates and times and choose the one that works best for them.

4. SurveyMonkey

Price: $28/user/month (Team Advantage), $89/user/month (Team Premier), Contact for details (Enterprise)

With SurveyMonkey, you can choose a meeting date and time, create a poll, and send the link to the poll to meeting participants via email. The poll can also be embedded on a website or Facebook page to reach even more people. If they don't respond to the poll within a certain timeframe, SurveyMonkey will send a reminder email.

5. Calendly

Price: Free (Basic), $8/user/month (Premium), $12/user/month (Pro)

Calendly is a meeting scheduling tool that connects to your calendar, let's you set your availability, and send a meeting link to contacts. Meeting invitees can book a meeting at a time that's convenient for them and that time is automatically blocked off on your calendar.

Find a Meeting Time Google Calendar

Want to meet with one person or multiple people? You can find a time that works for everyone using Google Calendar.

1. Navigate to Google Calendar.

Start out by logging into your Google Calendar account.

Google Calendar

2. Create a new event or edit an existing event.

Either create a new calendar event or edit an existing event. To create a new event, click "Create" and a pop-up will appear. Then click the "More options" button to add your meeting details.

Create Meeting

3. Add guests to the invite.

Add guests by searching for their email address in the "Add guests" search box.

Add guests

4. Click the "Find a Time" tab.

Click the "Find a Time" tab to determine times that work best for you and your meeting guests. You can switch between a "Day" and a "Week" grid view to see which dates and times your meeting participants are available to meet.

Find A Time

5. Select a time.

Click the area within the calendar grid view to select a time. Press the "Save" button and the date and time will be updated.

Save Meeting TimeScheduling meetings at the right time can be a struggle. But these tips and tools will make it easier to find a meeting time that works for everyone.

Looking for more? Learn how to book an appointment with anyone next.

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 Free Resource: How to Reach & Engage Your Audience on Facebook

Originally published Apr 15, 2020 6:18:00 PM, updated October 12 2020


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