7 Smart Tips for Scheduling Appointments

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Image of Lyon, France, and phrase, 7 Smart Tips for Scheduling AppointmentsDo you find it difficult to schedule appointments?

Looking for a few quick pointers that you can use right away?

In this post, I offer seven tips to help you better schedule appointments in your calendar.

Offer several potential meeting times and dates.

Trim down scheduling time with your contacts by offering different meeting dates and times right from the start.

With more options to choose from, your contact will have a greater chance of finding a time slot that works for their schedule.

Be sure to include a variety of morning and afternoon times, as well as and early, mid, or late week dates.

Jot down as many details as you can.

“10 A.M. – Coffee with Joe.”

Unless you know Joe very well, the preceding calendar entry won’t be much of a help to you.

Write down as many details as possible whenever you make an appointment entry in your calendar.

Whom are you meeting? Why are you meeting them? Where are you meeting?

And so on, and so forth.

Always have an end time for appointments.

Even if you’re not sure how much time you’ll need, always set a specific end time for appointments.

You don’t want your meeting to unnecessarily go on and on.

If you think you might need fifteen minutes, schedule thirty minutes to be safe; likewise, if you think you might need half an hour, schedule sixty minutes.

You can always end an appointment early, if need be.

Write down appointments in your calendar ASAP.

Schedule appointments in your calendar as soon as you arrange them.

Even if you think you can remember the appointment, write down the entry in your calendar so you have a record of it.

Besides, if some other appointment or opportunity comes along, it will be easier to check whether you are available at that time, or not.

Send meeting invites when you can.

Once you’ve agreed upon your appointment time and date, go ahead and send a calendar meeting invite to your contacts.

This makes it easier for contacts to book an appointment into their calendar.

All they have to do is click “Accept” and the meeting is scheduled into their appointment.

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Avoid scheduling appointments back-to-back.

Give yourself some breathing room and by leaving some time between each of your appointments.

You’ll need this time to prepare, travel, and get your belongings and affairs in order.

If an appointment should happen to run late, or is otherwise delayed, you’ll have a bit of a time buffer at your disposal.

Be considerate in your scheduling.

Any appointment has at least two parties involved; you’ve both agreed to meet at a certain place and time for a specific reason.

As such, it’s helpful to keep the other party in mind… and to take time to actively communicate with them.

Need to reschedule an appointment? Contact them right away to make the change.

Is it unclear where you’re meeting? Go ahead and confirm the meeting location with them.

A little consideration can go a long way!

How about you? Which of the above tips do you think you’ll use next time you have to schedule an appointment?  Join in the conversation and leave a comment below!

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Rashelle Isip is a New York City-based professional organizer and productivity consultant who helps people get organized so they can stress less, have more fun, and be happier at home. Her work has been featured in Good Housekeeping, Fast Company, Cosmopolitan, The Washington Post, Business Insider, and The Atlantic. Get access to her free guide, 10 Simple Ways to Make Your To-Do Lists More Effective, by clicking here.