How to politely share your schedule link in Calendar

Meetings that are unproductive and poorly managed lay claim to endless hours of our time. ‌What I find even worse is the precious time wasted on emails, texting – and worse, calling, going back and forth. On average, a meeting is scheduled after eight emails, according to studies† But there are ways to politely share your schedule link in Calendar.

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Share your scheduling link on Calendar

Fortunately, a scheduling link can solve this problem. ‌If you are unfamiliar, this is a direct 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 heavy work, and simplify your meeting‌ ‌work flow

However, if you want effective share your scheduling link on Calendarthen you have to do it politely. And here’s how you can achieve that.

Share when appropriate.

Let’s say you’re at your favorite coffee shop to catch up on some work. Ultimately, you start a conversation with a fellow patron. And since it clicks, you decide to keep the conversation going by exchanging contact details.

It doesn’t matter if this is a potential romantic relationship or a new business relationship. It would undoubtedly be pretentious if your first post contained your calendar link. It is however is a relatively clear indication that you are an important person.

Instead, just get their contact details and nurture the relationship organically. Then, in the following 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 fly, ask them when they are available.

In addition, 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 article in Agenda† “Keep your sensitive calendar information 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 short 10-minute conversation is probably not a good idea planning links

Open the door for them.

Traditionally, we were taught to open the door for others rather than ourselves. And we can certainly apply that to our Calendar availability.

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

You can then offer them your 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 you’re available.” Or, if it’s more convenient, you can “pick a time from my calendar.”

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

Make priorities.

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

“You set end times,” Nolan . told me Bloomberg† For example, planners can set time slots of up to 30 minutes so that participants ignore the late signals when a meeting is over. In addition, most of the programs she uses to protect her clients’ time are better than what she can manage on her own.

“A lot of us tend to please people to say, ‘Well, okay, I’ll just make that awkward time work,’ which takes that urge away,” she said.

To avoid negative posts, Nolan shares her calendar link and a note that reads: If any of my upcoming appointments aren’t right for you, let me know.

“It’s a signal that I’m willing to work with certain people outside of my calendar tool,” Kelly said.

Have a friendly tone.

When inviting people to use your calendar, pay attention to 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 calendar link, such as no longer playing games back and forth.

For example, you could say, “When you’re ready, here’s my scheduling link in Calendar so you can select a time that works best for you. I look forward to speaking 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 ‌ minutes. It is essential to find a balance.

You should share your calendar with your family and assistant 24-48 hours before you leave, 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 way too close.

In short, you need to consider urgency and: deadlines before sharing your calendar so that it is shared at the right time.

In addition, keep in mind office hours, time zones and holidays. For example, if you’re on the East Coast and want to have a virtual meeting with a coworker who lives on the West Coast, don’t suggest a 9am EST meeting time. Instead, ask them to join this video call at 6 AM.

To be flexible.

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

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

Choose a compatible calendar.

Tech can be a little tricky at times. ‌For example, it is possible to switch between Apple, Google or Microsoft, but it can be confusing. Also, sharing a Google Calendar link with a group that primarily uses Apple Calendar isn’t always helpful.

In general, you should ensure that your calendar is accessible from‌ multiple‌ platforms. ‌This way you don’t have to worry about the syncing or sharing process. And it’s convenient and doesn’t require the other invitees 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 merge work and personal calendars with no problem.”

Most online calendars and apps “have settings that let you make some entries private and others share.” ‌Unfortunately‌ those settings prevent others from seeing sensitive information.

“Not all calendars have the same capabilities, though,” adds Sloan. “That’s why you can allow anyone to see personal appointments, blur bookings, or not put them on work calendars.”

When adding event details to a shared calendar, balance it. ‌Date, time and location must be stated as a minimum. It’s also a brilliant idea to mention who will be attending.

With calendar and location attachments, they can get directions on their phone without giving too much information.

Also avoid being vague. Don’t just schedule the afternoon for “meetings.” Make sure everyone has the information they need beforehand.

Don’t make up anyone.

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

I’ve sent calendar invites to someone who has never responded in the past. Perhaps because they knew about the invitation and assumed I was expecting their presence. But it remains a hobby of mine.

You just need to click a button to confirm. It’s also nice to let others know you’re coming. ‌You will also receive updates, such as cancellations. ‌One invitation is more efficient than multiple invitations.

And hopefully, because you’ve responded, others will respond when you share your scheduling link in the future.

Embed email.

You may want to consider embedding your calendar link in your email body† Why? Fewer clicks are needed than on your website. In turn, it is more courteous because it saves others time in planning.

Image credit: Cottonbro; Pexels; Thank you!

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