Stop Playing Calendar Tennis
"Can you do Tuesday at 10?" "No, I've got a client." "Thursday?" "Not after 3." "Next week?" "Possibly."
Three days later, seventeen emails have been exchanged, nobody can remember what was suggested first, and the meeting still isn't booked.
If you are a coach, consultant, accountant, clinic owner or anyone else who spends a large chunk of your week talking to clients, this probably feels painfully familiar. And yet we all seem to accept it as normal.
Calendar tennis is not a recognised business strategy
There comes a point where arranging the meeting takes longer than the meeting itself.
Someone suggests a time. You can't do it. You suggest another. They can't do it. Then somebody gets busy, somebody goes on holiday, and the whole thing quietly disappears into the depths of an inbox.
The frustrating part is that every extra email creates another opportunity for someone to get distracted, forget, or decide they'll sort it out later. Particularly when it comes to discovery calls and consultations, momentum matters.
When somebody is ready to speak to you, making them work for it is rarely a winning move.
Just send them the link
This is where a proper booking page earns its keep.
Not some generic Calendly page with your name stuck at the top. A proper page on your own branded domain that explains who you are, what the meeting is for, and what happens next.
Instead of sending six emails trying to find a time, you send one link. They choose a slot. Job done.
No diary gymnastics. No crossed wires. No calendar tennis.
Different meetings need different rules
A discovery call is not the same as a strategy session.
You might allow three discovery calls a day but only one strategy session. You might want fifteen minutes between appointments, an hour for lunch, or certain meetings available only on specific days.
The rules are set once and quietly followed every day. Your diary stays under control and your availability stays accurate.
The bit people forget about
Booking the meeting is only the beginning.
Confirmation emails can be sent automatically. Reminder emails can be sent automatically. Reminder texts can be sent automatically. Zoom or Teams links can be created automatically. If somebody reschedules, your diary can update itself without anybody having to intervene.
The result is a smoother experience for your clients and far fewer things for you to remember.
Paying for one tiny piece
This is where things get a little amusing.
Many businesses pay for a scheduling tool, then pay for email software, then pay for text messaging software, then pay for a CRM, then pay for something else to connect them all together.
Scheduling tools like Calendly became popular for a reason. They solve a genuine problem. But it is worth asking whether you are paying for a calendar scheduler while also paying a shed load for everything around it.
When your calendar, contacts, reminders and follow-ups all live in the same place, life tends to become a lot simpler.
Fancy spending less time arranging meetings?
If your diary currently relies on email chains, crossed wires and a bit of luck, it might be time to retire the calendar tennis racket.
Fancy seeing how this works without the calendar tennis? Let's have a chat.
Contact us at https://www.trulyyours.agency/contact-us
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