Show others when you are available for a meeting
Datum: 2026-05-05 08:42
Just because you have an opening in your calendar, does that mean you are willing to book a meeting then? It could be, but not necessarily. Perhaps you have kept the time free to accept new meetings, or maybe you have cleared everything that could potentially end up there, as you want to focus on the tasks you have been waiting to have time for.
For you who prefer listening to reading, this post is also available as an episode of the ""Done!"" podcast:
Do the opposite
To avoid impromptu meeting invitations that you may or may not want to attend, you can turn the tables. You can clearly show others when you are available for a meeting, without having to write a list of all possible times in one of the emails in a “let’s find a time for a meeting” email ping pong.
Do this
- If you use Outlook for your calendar, utilize the ”Bookable time” feature available in Outlook for the web. There, you can set up individual or recurring meeting times that the person who wants to meet with you can choose from, whether they are a colleague or someone outside the organization. When you are finished, send the link to the person you are scheduling a meeting with so they can pick a time.
- If you use Google Calendar, utilize the corresponding ”Appointment schedule” feature, which functions similarly.
Avoid lots of emails
If you use the Bookable time or Appointment schedule feature, it will be faster and easier for you to schedule meetings, especially with people who do not have access to your calendar. Instead of long, convoluted email exchanges trying to find a possible meeting time, a meeting can be booked quickly, at a time that works for you. Simple!
How do you do it?
Have you tried any of these features? Or do you use something else? Write to me and let me know how it has worked for you. I am a big fan of Acuity Scheduling, which serves a similar function and that I have been using for several years.
(Looking for ways to make your meetings run more smoothly? Read about the positive effect of having internal meetings on fixed days!)
There is more!
If you want more tips on how to create good structure at work, there are many ways to get that from me - in podcasts, videos, books, talks and other formats.
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