Calendar Superpowers

Scheduling etiquette is the practice of respecting other people’s time and schedules by following certain rules and guidelines when setting up meetings or appointments. It is an essential aspect of professional communication and can help to prevent misunderstandings, conflicts, and wasted time. In a world of remote and hybrid work, these standards become even more important as workers continue to learn how to adapt to one another’s unique working rhythms.

In this article, we will discuss some of the key principles of scheduling etiquette and how to apply them in different situations.

Plan Ahead

One of the most important rules of scheduling etiquette is to plan ahead. If you need to set up a meeting or appointment with someone, try to do it as far in advance as possible. This will give the other person enough time to prepare and adjust their schedule accordingly. If you wait until the last minute to schedule a meeting, you may find that the other person is unavailable, which can cause unnecessary stress and frustration.

For workers using Xembly, this is an easy task as they can simply prompt Xena, their scheduling assistant, to schedule a meeting on their behalf in Slack for internal meetings or email for external meetings. 

Be Clear and Concise

When scheduling a meeting or appointment, it is important to be clear and concise in your communication. Provide all the necessary details upfront, such as the date, time, location, and purpose of the meeting. This will help to avoid any confusion or misunderstandings later on. If you are sending an email, be sure to use a clear and informative subject line to help the recipient understand the purpose of your message.

Developing or crowdsourcing an agenda can be an effective way to protect everyone’s time and make sure every meeting hits the mark. 

Respect Other People’s Time

Respecting other people’s time is a key aspect of scheduling etiquette. If you have a meeting scheduled, make sure that you arrive on time or even a few minutes early. If you are running late, be sure to let the other person know as soon as possible. Similarly, if you need to cancel or reschedule a meeting, do so as far in advance as possible to avoid disrupting the other person’s schedule.

When possible, it can also help to understand coworkers working rhythms. For some companies, there are specific no meeting days that may need to be respected. Other organizations may have more informal etiquette about when to schedule a meeting and how long might be appropriate. 

Use Technology Wisely

Technology has made scheduling much easier, but it is important to use it wisely. When scheduling a meeting or appointment, try to use the most appropriate technology for the situation. In the work context, this could range from an in-person meeting, to a videocall, to an informal videocall (e.g. Slack Huddle), to a phone call. 

Understanding how different individuals and teams work can make the difference between successfully scheduling a meeting others are excited about and creating more calendar mayhem.

Be Flexible

Flexibility is an important aspect of scheduling etiquette. If the other person is unable to meet at the time you suggested, try to find a mutually convenient alternative. Be open to changing the date, time, location, or format of the meeting if necessary, and be willing to compromise to ensure that the meeting is productive and efficient.

Scheduling etiquette is an essential aspect of professional communication that can help to prevent misunderstandings, conflicts, and wasted time. By following these guidelines, you can ensure that your meetings and appointments are productive, efficient, and respectful of other people’s time and schedules. 

Remember to plan ahead, be clear and concise, respect other people’s time, use technology wisely, and be flexible, and you will be well on your way to mastering the art of scheduling etiquette.

For help supporting your team with everyday scheduling needs, be sure to sign up for Xembly and discover what AI-assisted scheduling can do for you.