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Scheduling 101!

I have recently heard rumblings in my networking meetings as well as conversations with my clients… such as:

“How do you get people to respond to you?”

“No one ever seems to email me after I reach out.”

“How can I schedule someone without it being a 3-day project?”

Even though I cannot promise you 100% results, I can give you some amazing tips I have learned through my years of sales, networking, and working on behalf of clients. So, here we go! Pay close attention! Or, just put the URL to this blog somewhere where it is easy to find! :)


Have you ever sent an email like this? ~

Hi (Name), It was so great meeting you at the “We Are All Great” Networking Event last night. I would love to set up a time for a Zoom call to learn more about you and your business. Please let me know a few times you are available over the next couple of weeks.

And then, guess what . . . CRICKETS

The reason why... You just make it too much work for this person to respond. Maybe you are thinking ~ “I want it to be on their time and be considerate to their schedule…” The reality is… you just made it way too hard for them. They have to now look through their calendar, figure out 2-3 times that are convenient for them, and then write you back…

That is why it has been proven (not just by me…) that the best way to get a response is to write something like this.

Hi (Name), It was so great meeting you at the “We Are All Great” Networking Event last night. I would love to set up a time to meet on Zoom! Would you be available either next Tuesday, March 9th, at 10:00 a.m. or the following Wednesday, March 17th, at 2:00 p.m.? Please let me know which date would be most convenient for you, and I will send a calendar invite with the Zoom Link embedded.

Doesn’t that already sound easier? That is because it is! This only requires your reader to take one quick look at their calendar, choose one of those dates, and then write back one sentence letting you know that Wednesday, March 17th, is most convenient!

It is also a good idea to make your two times one week apart with one time slot in the morning and one time slot in the afternoon. People are super busy, so giving them more time before your set time gives you a better chance of getting on their calendar.


Yes… that means everyone. The days of “it seems too impersonal” or “what if the person doesn’t know how to use an automatic calendar” are long gone. Since the onset of the pandemic and the Work From Home (WFH) requirement, we are all a little more pressed for time and that means that most of us have already switched to using automation for a calendar.

If you are worried that you may be offending someone, you can use copy like this:

Hi (Name), It was so great meeting you at the “We Are All Great” Networking Event last night. I would love to set up a time to meet on Zoom! Would you be available either next Tuesday, March 9th, at 10:00 a.m. or the following Wednesday, March 17th, at 2:00 p.m.? If neither of those are good for you, you can find additional times on my calendar HERE ~ (

FYI: This is my actual calendar link . . . so if you would like a call with me, please feel free to schedule anytime! :)

Our favorite Calendar Platform is Calendly (! It’s super user friendly and has a very functional FREE version!


All of the copy I have written above is really for you when you are chasing the person with whom you want to talk. These would be potential clients, referral partners, somebody who just seems really cool and you want to learn more.

What about all the people you are not so enthusiastic about? The people essentially chasing you for a call.

Well, this is where the good old template comes in.

And, this is what it should say (or similarly, of course).

Hi (Name), Thanks for reaching out. Please use my automatic calendar link ( to schedule a time to talk!

Looking forward to learning more about you and your business then!

Your Name here!

Not sure how to implement a template into your email. Here are the instructions for Gmail ( and Outlook (

REMINDER: You can make it as easy or as difficult as you want for people to schedule you. I would suggest different calendar options for those you really want to talk to and those you don’t.


One of my greatest strengths is that I follow through with about 98% of what I say I will do! This includes introducing people in my network to each other . . . following up on a client call . . . or reaching out to people I want to talk to.

My TRADE SECRET: “Hey Siri… Remind me in one month to follow up with ‘so-and-so.” If you don’t have Siri, “Hey Alexa” works just as well.

We all have those emails that say something like “Now is not a good time, can you follow up in a month or so?”

Set a reminder the minute you commit to it or when that email comes in! You will be surprised at how many people get that email a month later and are overly surprised by your commitment to follow through and schedule that call!


Remember that scheduling reach-outs and follow-ups are not urgent. Create a schedule for yourself and stick to it. Whether this is 3 times a day during your inbox check-in (, once a day or once a week at a specific time, make sure you are creating a specific allotted time to make these emails happen to stay in tune with you running your own schedule. Just like anything, the lead generation can take over your workflow.


Of course, with all of these methods, you always will have those “ghosters.” It is only natural and normal that some people don’t respond. And honestly, we have no idea why. A loved one may have just died. They may be up to their eyeballs with client projects and you just get lost in the shuffle. Whatever the reason, most of the time it has nothing to do with you!

I hope my tricks to the trade bring ease and flow to all of your scheduling woes starting today and moving forward!

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Written by MerriLyn Gibbs

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