When trying to schedule a meeting with someone, there’s a reply that everybody dreads: “I can’t do that time, but I can do this other time.”
More often than not, that one line will descend into this so-not-wonderful conversation:
“Sorry, I can’t do that time, either. What about this time?”
“No can do. What about this time?”
“No, I won’t be available then. Can you make this time?”
And on and on and on. It’s even worse when you’re communicating by email; you wait a day or two for a reply, only to get “I can’t do that time. Can we do this time?”
Today we’re releasing a new WORKetc feature that will get rid of the pain of sending emails back and forth, again and again and again, just to settle on a date and time for a meeting. We call it the calendar booking tool.
The WORKetc Calendar Booking Tool
Our support team has been using the calendar booking tool internally for a couple of months now, and some of you may even have received emails with scheduling options inserted using the tool.
The idea behind this new tool is to not only speed up the whole process of showing people when you’re available to meet, whether for a virtual meeting or an actual face to face, but to take away the frustration and effort that often comes with it.
The tool helps both you and the person you want to meet with. Some studies have shown that people choose faster and better if you limit their options. You, in turn, don’t have to sweat over calculating time zone differences to make sure you do not end up scheduling a meeting for 1AM. Plus, it effectively makes double-bookings nonexistent.
Using the Calendar Booking Tool
Let’s say you want to schedule a meeting with a potential marketing client for some time between 2PM and 4PM on Wednesday your time. You can just have them come in at anytime within that whole two-hour window, but that means you’ll have to be ready to go at a moment’s notice, whether you’re still working on something or not.
The calendar booking tool allows you to give that client more specific scheduling options for your meeting. You can just click on each of the four empty slots from 2PM to 4PM Wednesday on the calendar to give him four 30-minute schedule options.
There’s more control on both sides of the board. Your clients get to choose the best time for them to take a meeting, while you can easily build the rest of your schedule around whatever time slot they choose.
This is to make sure that those times are kept free for that first recipient until he gets back to you and to avoid scheduling conflicts. If the recipient clicks on a time slot that has since become unavailable, he will get a notification saying that time is no longer available and will be invited to select another time.
Additional Options and Features
The new calendar booking tool also allows you to set a title, location, and description for the event you’re scheduling. All of these options are editable and the system will remember whatever title or location you used last. You can also set a default description in Settings > Event Calendar Settings.
Another very useful feature is a time zone dropdown. The calendar booking tool will show times and dates according to your own time zone, but by choosing the recipient’s time zone via the dropdown menu, the available time slots the tool inserts into your email will automatically follow the recipient’s time zone.
You don’t have to sweat over calculating what time 9AM in New York would be in Toronto or Belfast or Tokyo. The tool will save you time and effort.
Let’s say you’re in New York and your available time slots are from 2PM to 4PM EDT. Your client is in Arizona, so you set the guest timezone to UTC-07:00. The email the client receives will show the available time slots as 11AM to 1PM MST, instead of 2PM to 4PM EDT.
Exclusive Early Access and Beta Invites
For the past week, our WORKetc Insiders members have been putting the new calendar booking tool through its paces in its Insiders-exclusive, early access pre-release form. We’d like to take this opportunity to give kudos to everybody who participated, sent in bug reports, and told us their concerns and suggestions regarding the calendar booking tool.
The calendar booking tool is just the first in a long list of new releases we have lined up, all of which will lead to the massive WORKetc upgrade we have planned. To get in on future exclusive beta tests and pre-releases, join WORKetc Insiders now by clicking here.