Why Client Scheduling Matters
How you schedule reflects your professionalism:
- •Smooth process = competent partner
- •Friction = red flags about working together
Make it easy for clients to meet with you.
Best Practices
Offer Options, Not Open-Ends
Bad: "When works for you?" Good: "Would Tuesday at 2pm or Wednesday at 10am work?"
Better yet, send a scheduling poll with 3-5 options.
Include All Details
Every meeting request should have:
- •Meeting purpose
- •Expected duration
- •Video link or location
- •Attendees
- •Agenda (even brief)
Respect Their Time Zone
- •Always specify time zones
- •Use tools that auto-convert
- •Confirm timezone in the invite
Send Reminders
- •24 hours before: Confirmation
- •1 hour before: Quick reminder
- •Most tools automate this
Be Flexible (Within Limits)
Accommodate client preferences when possible, but protect your boundaries too.
Tools for Client Scheduling
For Multiple Clients: Booking Links
Calendly, Cal.com, or similar let clients self-book.
For Important Meetings: Personal Outreach
For key clients, a personal email with options shows care.
For Group Client Meetings: Polls
When multiple stakeholders need to attend, use WhenWorks to poll.
Common Scenarios
The Busy Executive
Offer early morning or late afternoon. Go through their assistant if they have one.
The International Client
Be willing to flex on your hours. Time zone consideration goes a long way.
The Unresponsive Client
Follow up once, with a deadline. "If I don't hear back by Friday, I'll propose new times."
After the Meeting
- •Send recap within 24 hours
- •Include action items
- •Propose next meeting if appropriate
Professionalism extends beyond the meeting itself.
