Calendly Etiquette

Make things easier for others, not easier for yourself

TLDR: Do the work when you're asking for the time.

At least a couple times a year I see a heated debate on LinkedIn over whether or not to use Calendly, or some other calendar link booking system.

I think that’s the wrong question though.

It’s not about whether or not to use a link to book, instead it should be about when to use it.

To me, it’s about professional etiquette.

As a former salesperson, my philosophy has always been that when you’re asking for time, you do the heavy lifting to make that meeting as easy as possible.

In fact, you do the heavy lifting to make sure everything is as easy as possible.

That includes the smallest things like scheduling meetings all the way up to and including helping the customer make an important business decision—you do all of the research and analysis before proposing they spend a penny.

Most people don’t do this. They try to take shortcuts. They skip over the game of inches and that mentality expands into their entire process compounding poor etiquette into poor performance.

The same is true of any profession, and when asking for any favor—including for someone’s time—it’s your job to make that ask as easy as possible for the other person.

Put simply, when you’re the one asking for time, don’t send a calendar link.

Think about it. If you ask someone for time and also ask them to do the booking, what you’re really asking is:

Could you stop what you’re doing » click this link » select a meeting type » pick a day » compare times » pick another day that actually works » confirm the time » enter first name » enter last name » enter email » select Zoom or phone » add short description » click confirm » go to inbox » click accept » go back to inbox » respond to email and confirm you booked

That’s not only asking them for their time, you’re asking them to derail whatever they’re doing so you they can do you the favor of booking that time so that they can then also show up to a meeting that likely created to do you another favor.

Instead, ask for time in a way that makes it very easy for the other person:

If there is a day and time that is best for you, I will schedule for us. Or, if you have a link to your calendar, I am happy to book as well. What would be best?

This way the recipient is in control. They can simply text back “Wednesday 3-5” or “Sure, here’s a link to my calendar.”

Of course that latter point is the proper use case. If you’re being asked for your time, and it’s a meeting you want to have, then sending a calendar link makes it easier for both parties.

Think about it.

See you Monday