How to Ask for Meeting Availability: Tips and Scripts

Knowing how to check on someone's availability is the biggest thing while scheduling any successful meeting. If you can't find a time that works for everyone, well, there isn't going to be one! It might seem tricky, but a little practice, and you've got this! In this post, I'll show you why asking for availability is beneficial and how to do it effectively with email templates and phone scripts. By the end, you will be equipped and ready to go, scheduling those effective meetings with no sweat!

Requesting Availability: Benefits

More Effective Meetings

If you check the availability in advance before fixing a meeting, most likely it will be conducted at a time convenient for all. Everyone being present and able to concentrate on the agenda means that productive discussions are a result. You can contact by email, by telephone, or even with a personal request. Just remember to allow sufficient time to enable anyone to alter their schedules if necessary.

When everybody is there and focused, meetings just work so much better. Less chance that you're going to miss key points or have to retread topics because critical people weren't present. Besides, asking for availability means respect toward other people's time and helps to build a better professional relationship.

It also gives you an idea if a meeting is something that people might be interested in. In case not too many people answer, that could be an indicator that the meeting isn't necessary or that it's just not the right time. The setting of a time for a meeting, though, allows everybody to be prepared, even in the case of a casual business lunch. As a result of this, people in a well-timed meeting are going to be much more engaged and less stressed, not having had to reschedule their day in order to squeeze the meeting in.

Better Time Management

Better time management is another advantage. You know best the times that will suit everyone, thus avoiding double-booking yourself or any other person. This is especially important when coordinating between multiple time zones. Send out your availability request well in advance so everybody has enough time to respond.

Effective time management is important, more so in a fast-moving work environment. Enquiring about availability aids in planning out the day better since this gives you an idea of what time to schedule tasks that require your immediate attention without disruption. This strategy not only avoids scheduling conflicts but also saves one from last-minute adjustment stress.

It can be difficult to manage schedules, especially for teams who work from time zones where there is a significant time difference. Requesting the availability in advance from the team members will let you find an overlapping time that works for all, which aids in scheduling a meeting without enforcement to wake up any individual early or stay late. This will help develop a better work-life balance and demonstrate respect for your colleagues' time zones and personal schedules.

How to Ask for Availability

Now that we have covered the advantages, let us delve into how to effectively ask about someone's availability. Whether it is through email, by phone, or through scheduling tools, a clear and polite approach will go a long way in getting those responses you need.

Email Template

Whenever one writes to someone requesting a meeting, there should always be a proposed agenda and times that work for you. This makes it very easy to overview the request from your email and respond to it. Here's a very simple template:

Hello [Name],

I hope you're doing well. I would like to schedule a meeting regarding the discussion of the topic. Would you be free on [date] at [time]? If not, please do let me know when it would work out for you.

Thank you, [Your Name]

Use an appropriate subject line that catches attention without misleading anyone. A good subject line can simply be "Meeting Request to Discuss [Topic]" or "Availability for Discussion on [Topic]".

Cold Email Outreach

If a prospect responds to the cold email positively, set up the meeting. Use a scheduling tool, such as SavvyCal or Calendly, while sending a calendar invite. That way, the prospect can reschedule in case that timing doesn't work well for them. For example:

"I sent you an invite for this Wednesday at 2 pm (if that doesn't work feel free to use the rescheduling link)."

People don't like making decisions, so make it easy on them! By sending a time and allowing an easy way for them to reschedule, you're reducing the back-and-forth that can often delay scheduling a meeting.

Follow-Up Email Script

If you haven't heard back from your initial request, follow up nicely. A gentle reminder can be all of the difference. Here's a script:

Hi [Name],

I wanted to follow up on my email below regarding the request for a meeting to discuss [topic]. Would you be available on [date] at [time]? If that doesn't work in your schedule, then please do let me know your availability.

Looking forward to hearing back from you.

Thank you, [Your Name]

Follow-up emails are essential because they convey your persistence and ensure that your email does not get drowned in the recipient's inbox. They are also an opportunity to reiterate how enthusiastic you are about the meeting.

Doodle Poll Script

When trying to find a convenient time for everyone, create a Doodle poll with some options. When you have a bigger crowd, this tool will be particularly helpful. Here is a script you can use:

Hi [Name],

To find a convenient time for our meeting regarding, I've prepared a few options in this Doodle poll. Please indicate your availability here: [Doodle link].

Thank you for your cooperation!

Best regards, [Your Name]

Doodle polls make it much easier to find some time everybody can agree to, by providing several options for people to select. It is an efficient method and it does respect each person's time.

Phone Script

If you request an appointment, be prepared to state:

• your name
• the name of the target
• the purpose for the call
• a suggested date and time for the meeting
• an alternative date and time

Here is a simple script:

Hello, can I please speak with [Name]?

My name is [Your Name], and I would like to schedule a meeting for the purpose of discussing [topic]. Are you available on [date] at [time]? If so, great. If not, let me know what times do work better for you.

Thank you in advance for your time.

Bringing someone to a meeting with a personal call can be more direct and personal than email. The direct approach might sometimes bring quicker responses, and expresses a level of respect and urgency that email may not. Be sure to have times ready for alternatives to keep the conversation efficient and productive.

Additional Tips

• Keep time zones in mind: If you deal with people who are spread over different parts of the world, never forget to keep their local time in mind. Tools like World Time Buddy can be used to find good times across regions.
• Use Calendar Invites: Once a time is agreed upon, send out a calendar invite right away. This not only makes the meeting official but also helps to have it included in everyone's schedule.
• Be Flexible: Even with the best effort, there may be times when it's just impossible to find a perfect time. Be prepared to offer alternative methods of video updates or asynchronous discussions.

• Use Scheduling Tools: Calendly, or Google Calendar can further automate the process of sniffing out and confirming availability, making it a lot easier for everyone concerned.

Use these scripts and these tips to make your meetings more efficient and easier to handle. Do you have any other tips on how to ask for availability? Share them with us!

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