Time Slot For Meeting Email
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Timeslot One Or Two Words

The time slot links are valid for two weeks; they expire after the meeting time passes or 14 days after they are generated. A meeting can be scheduled for any date in the future, but the recipients must pick. Before you write the email, you should also procure the dates and times that work best for him for a meeting and if possible get three options. This might spare a great deal of back and forth emailing at a later point in time. The most courteous way to begin the text this email is to ask the VIP - 'What date and time work best for you?'

Meetings. Use a SurveyMonkey online poll to schedule a meeting. Figure out possible dates and times for a global team meeting. Planning an offsite? Ask for preferences on meeting locations, menus, and extra-curricular activities, too, to streamline scheduling and planning.
Work schedules. If you run a restaurant, retail store, or any business that has a lot of employees working different shifts, creating a scheduling poll makes it easy to build your schedule by getting everyone’s availability laid out in one place.
Events. Assess host and guest availability and zero in on dates for big internal and external company, neighborhood, or association events.
Family reunions. Poll far-flung family members for potential dates and locations for a reunion or other family celebration.
Social gatherings. Poll friends for the best dates and times for the next cookout, group camping trip, girls’ night out, park play date, or poker game.
Class schedules. Determine interest level and best day, date, and time of day for scheduling classes, courses, or seminars.
Volunteer events. Run polls to gather volunteer availability for scheduling a calendar of activities.

Almost everyone has meetings, sometimes despite their wishes. The lucky few only have an occasional call or in-person, but the rest of us often spend all day on the phone with customers. If you're like me and run a back-to-back schedule, you want to minimize your meeting snafus and focus on having as many productive conversations as possible.

Every no-show, reschedule, delay, bad call connection, or other meeting hiccup can create anything from a minor annoyance to a scheduling disaster, throwing off the rest of your day. It drives me crazy when I spend fifteen minutes of a half hour call just trying to get a screenshare working, not to mention the potential lost revenue from a cancel or no-show.

I've spent years developing a process that helps my calendar run like clockwork. It's saved me countless hours, and I'd love for you to give it a try and see what you think.

1. Propose a Time

All right, let's do this. It's time to schedule a meeting, so first thing's first, we need to pick a time. This is the hardest part, so I've broken it down into subsections with an example.

Rule #1: Usually the first person who offers times gets the better schedule, so be proactive and offer some timeslots. Don't wait! Your first email should include specific time slot offers, instead of unhelpful invitations such as 'my whole Tuesday is open'.

Rule #2: Offer half hour blocks. All meetings should default to 30 minutes unless you know for certain they will be longer (like an onboarding call). In that case, offer hour blocks, and be explicit that this meeting will take an hour.

Rule #3: Propose two slots per attendee. If you're meeting with one person, offer two times. If you're meeting with two people, offer four. Every attendee increases the complexity of scheduling, so save yourself an email thread from hell by offering lots of time.

Rule #5: This also goes both ways: When somebody proposes a time with a timezone, pay attention. I've had meetings get rescheduled because somebody claims they thought the time was in Eastern instead of Pacific, even though I specified the timezone clearly in the email and invite. Always be aware of the proposed timezone, and if they don't propose a timezone and you're not 110% certain of their location, ask before accepting.

Rule #6: At the end of your time proposal, specify explicitly that 'I will send an invite'. Invites are they key to meeting success, and this clears up an entire round trip regarding how you will actually contact each other.

Here's an example, putting this all in action:

Third party: 'Matt, I'd like to introduce you to Sally, our head of product. She's interested in what you're working on and would like to learn more.'

Matt: 'Sally, pleasure virtually meeting you. (Moving to BCC)* I'd love to find a time to chat. How is 9 or 9:30AM PT on Tuesday the 22nd? Let me know and I'll send an invite.'

Sally: '9AM on the 22nd works great. Looking forward to chatting more.'

* In addition to proposing a time, move all non-scheduling-dependent parties to BCC. They'll thank you later.

Sweet, we've proposed a time. Let's get the details locked down

2. Block Off Time Proposals In Your Calendar

In my example above, I got lucky and Sally responded accepting my proposal immediately. This basically never happens, so to avoid double booking, put two calendar events in your calendar called 'TBD Sally' for 9AM and 9:30AM. That way you know you have an outstanding proposal, and don't accidentally offer it to somebody else.

3. Always Be Inviting

Calendar invites are the crux of business communication. The only invention greater than invites is the telephone itself. To remember when to use them, check out this helpful guide.

When should I send a calendar invite?
A) Always
B) Every Time
C) Upon Scheduling Each Meeting
D) All of the Above

It is crucial that you send an invite to every attendee of the meeting. This automatically blocks off the time in their calendar so they don't forget, as well as provides all requisite information on how to actually have the meeting. For more information about what actually goes in this invite, read on.

4. Invite Details are King

The details you provide in the calendar invite are the ultimate source of truth regarding where, when, and how to meet. It is important that you fill them out accurately.

#1 Subject: This is ironically one of the less important pieces in the invite. A subject covering the basics is sufficient: 'Bitmatica / Chinchilla.ly Intro Call' is fine, just remember to include both parties' names in the subject. If everybody sent me an invite called 'Bitmatica Intro Call', I'd have five hours of Bitmatica intro calls.

#2 Time: Pretty straightforward, just remember to add accurate start and end times in the invite, including the correct timezone. Their calendar will automatically translate your local times into their local times. Always make sure the length is correct: 30 minute meetings should be scheduled for 30 minutes, not the often default time of an hour. Nice feature: Most calendaring software lets you set your default meeting length to 30 minutes.

#3 Location: This is the most important field in the invitation! This is the part where you specify how you'll actually meet. Provide a dial-in with a phone number and access code, or a link to GoToMeeting, or a physical address with floor number. Whatever it is, just make sure it's clear and complete.

Good locations:

Conference Bridge: (415) 555-5555, Access Code: 12345
535 Mission St, 17th Floor, San Francisco
Join.me Link: http://join.me/bitmatica
Matt to Call Sally: (212) 555-5555

Bad locations:

Conference Line (what is it?)
Coffee (where?)
(415) 555-5555 (who is supposed to call this number? both of us? one of us?)
Our Office (where is your office?)
Empty (please don't leave this field empty!)

Pro Tip: After years and years of failed meetings, I have a mountain of anecdotal evidence that telephone is far and away the best communication mechanism. Many people request to meet over Google Hangouts, Skype, and other pure-VoIP solutions. I cannot count the number of times I've had to install plugins, failed to hear people over bad Internet connections, had their computer crash, or countless other glitches.

Telephone is still hands down the most reliable communication channel, s

Time Slot For Meeting