Scheduling a phone call is a common task that allows you to plan a conversation at a convenient time. With some preparation and knowledge of best practices, scheduling calls can be straightforward. Here are some quick answers to common questions about scheduling calls efficiently and effectively:
How do I initiate scheduling a call?
There are a few easy ways to initiate scheduling a phone call:
- Email the person directly asking if they have time for a quick call and provide 3-5 time slots that work for you.
- Email the person asking when a good time would be for a call based on their availability.
- Call or text the person to see if they have a few minutes to talk. If not, ask when may be a better time.
When reaching out, be sure to indicate your name, the purpose of the call, and how long you expect the call to take. Providing a few options for days and times makes it more likely you can find a slot that works for both parties.
What tools can I use to schedule a call?
Here are some popular tools and methods for scheduling calls:
- Calendar apps like Outlook, Google Calendar or Apple Calendar allow you to check availability and invite others to meetings.
- Scheduling assistants like Calendly, x.ai or Doodle allow you to propose meeting slots for others to select from.
- Texting apps like SMS and WhatsApp make it easy to find a time that works.
- Email threads allow back and forth discussion to pinpoint a call time.
- Phone calls let you discuss options and settle on a time in real time.
Consider the formality of the call, number of participants, and personal preferences when selecting a scheduling tool. Apps integrate nicely with calendars to block off the meeting once confirmed.
What information should I include when scheduling a call?
When you request a call with someone, include key details to set clear expectations:
- Your name and contact information
- Purpose of the call
- Proposed dates/times for the call
- Expected call duration
- Any other callers joining the meeting
- Web conferencing info if needed
- Contact information for any questions
Providing this information up front ensures the recipient knows what the call is regarding and how to prepare. If scheduling through an online calendar, you can include many of these details in the invite itself.
How far in advance should I schedule a call?
When possible, try to schedule phone calls at least 2-3 days in advance. However, the needed lead time depends on several factors:
- Formality of call – Calls with a strict agenda often need more notice
- Number of participants – Calls with multiple people require more coordination
- Participant availability – Some counterparts have packed schedules
- Time zones – Coordinating across time zones can take extra planning
For a simple call between two people, 1-2 days of notice is often sufficient. But for large meetings, schedule 4-6 weeks out to ensure everyone can participate. Know your audience and give as much notice as realistically possible.
What’s the best time of day to schedule calls?
When scheduling a call, keep in mind these tips for identifying time slots that work well for both parties:
- Schedule during normal business hours when people expect calls.
- Avoid early mornings or late afternoons when energy is lower.
- Factor in time zone differences if participants are in different regions.
- Build in buffer time before and after common meeting blocks.
- Ask the other party when they prefer to take calls.
Mid-morning or early afternoon tend to be productive times for calls. Unless you know their preferences, avoid scheduling calls outside standard business hours. With some flexibility around timing, you can find a time slot that works for everyone.
How long should I schedule a call for?
When determining the duration of the call:
- Outline the topics you want to cover beforehand.
- Estimate how much discussion is needed per topic.
- Add buffer time as calls often take longer than expected.
- Cap calls at 30-45 minutes to remain productive.
- Schedule follow-up calls if you expect to exceed an hour.
In general, schedule calls for 30 minute increments. Routine catch-ups may only need 15-20 minutes. More complex topics could require 45 minutes or longer. Gauge the interest and patience of participants when estimating a comfortable call length.
What if I need to reschedule a call?
If your schedule changes and you cannot make a planned call, reschedule as soon as possible with these steps:
- Notify all participants that you need to move the call.
- Apologize for any inconvenience caused.
- Propose 2-3 alternate times for the call.
- Ask participants to confirm their availability.
- Set a new date/time once you have consensus.
- Send updated calendar invites with the new details.
Try to provide as much notice as possible when rescheduling. Handling last minute cancellations gracefully and flexibly will be appreciated by your counterparts.
Conclusion
Scheduling calls may take some effort but following best practices makes the process straightforward. Initiate scheduling by email or text with plenty of lead time. Use scheduling tools to efficiently coordinate timing among participants. Provide complete call details upfront so everyone is prepared. Look for times during normal business hours and estimate a reasonable duration based on the agenda. With some care taken around planning, your next call is sure to be a success for all involved.