Let's Get Something on the Calendar
As a small team, we’re all about working smarter here at the Bureau. We use a lot of different tools to keep the ship running smoothly, from CRMs to project management. But when it comes down to it, relationships are what really make things work. So if there’s something that gives people a bad impression of you, should you keep using it even if it boosts your productivity? This week we’re talking about a surprisingly controversial piece of popular software and the message it might send that you aren't expecting.
Calendly: Friend or Foe?
So you want to schedule a meeting. But between your work and personal calendar, not to mention those of the person you want to meet with, finding a time can take longer than holding the meeting itself. No worries, you think to yourself. I’ve got all my appointments in one place, with Calendly. I can just send a link to get that going and let them respond.
But wait! There’s an intense debate going on. Is sending a Calendly link and telling the other person to find a time on your calendar a good idea? Or is it sending a message you don't intend? What does the community say?
How Calendly Works
First, let’s take a step back and consider how this software works. It lets you connect your calendar, so it knows what times you’re booked and when you’re free. And then it lets you send out a personal link showing those available times to the folks you want to meet with. Then they can just pick one of the available times. It’s pretty simple, so no wonder it’s popular.
So... what’s the big deal? Well, to some people Calendly is impersonal or even rude. "Find a time when I'm available" feels like the person inviting you to connect is more important and you need to meet their schedule. While I don't think anyone means it that way, it is how it feels to me and roughly half the people I've spoken with for that matter. There are a lot of articles on this, even one from Calendly. So why is it so polarizing?
Time-Saving Tools
I'm sure many of you reading this won't get it at first. You think it’s actually more respectful to send a really clear message with simple options than it is to send half a dozen emails back and forth to request a meeting before picking a meeting time. It’s the kind of technology that genuinely makes our lives simpler. And you're right, it is!
What we're talking about isn't if it simplifies a process and saves time. It absolutely does. It's the semantics. And if you've met humans, those early interactions set a tone that can carry through and impact decision-making down the road.
I've used a different tool* that allows me to embed my availability and let people choose from options I send. As silly as this little shift may seem, I have people asking me about the tool all the time because they said it was so simple. It's also presented with a message that says "if any of these times work for you, just select them."
I used to think it was embedding my availability in the email for them to choose from that was the key to it feeling welcoming and polite to folks. But after a couple of very active conversations in the Bureau Slack, I realize it's the message before the options. Specifically, if the times "work for you."
So how can you use Calendly but not come across the wrong way? It's as easy as personalizing your invites so people see you’re just trying to make things simple for them, and make sure they can respond with their own availability if none of those times work for them. It should convey thoughtfulness rather than dominance.
"Feel free to send me times that work for you, or here's a link to my calendar if that's easier."
I think we need to let technology handle the monotonous details of work, especially when it gives us a chance to connect on a more personal level. Calendly is obviously a solid option, it’s all about how we use it.
*I didn't name the tool I was using because I'm moving away from it. It's starting to get buggy. So who knows, I may be sending you a Calendly link before too long.