The Modern Guide to Scheduling Etiquette
Unwritten rules for booking meetings that respect everyone's time.
Respect the Calendar
Your calendar is a contract with yourself. When you share your booking link, you're inviting others into that contract. Here's how to do it respectfully.
For Hosts
Be Honest About Availability
Don't mark yourself available 9-5 if you regularly have lunch at noon. Don't offer 30-minute slots if most conversations need 45.
Set realistic availability and your guests will appreciate the accuracy.
Respond to Context
When a guest fills out a Quick Brief with thoughtful answers, acknowledge it. Start the meeting with "I saw you mentioned X in your brief—let's dig into that."
It shows you read their input and didn't waste their preparation.
Follow Up
After a meeting, send a quick recap if you promised one. If you committed to an action, do it. Simple follow-through builds trust.
For Guests
Provide Real Context
When filling out a booking form or Quick Brief, be specific. "I have a question" is less helpful than "I'm trying to integrate your API with our existing CRM."
The more context you provide, the more prepared your host can be.
Be Flexible
If someone shares a booking link, use it. Don't reply asking "what times work for you?" That's the entire point of the link.
If none of the times work, say so clearly rather than suggesting your own times.
Show Up Prepared
You asked for this meeting. Come with:
Don't Ghost
If you need to cancel, do it as early as possible. Last-minute cancellations waste everyone's time. Repeated no-shows damage professional relationships.
The Golden Rule
Before scheduling (or accepting) any meeting, ask: "Would I want this on my calendar?"
If not, find another way to accomplish the goal. Your future self—and your colleagues—will thank you.
Good scheduling etiquette isn't complicated. It's just treating others' time the way you'd want yours treated.