Smarter Week

How to automate it

How to automate “find times and schedule meetings”

Here is the best way to spend less time on this, best first. Each comes with steps you can follow today.

10 min
typically, every day
80%
of the time can be automated
Easy
to set up

Fix 1 of 1

Software feature

Send a booking link instead of trading emails

Outlook Bookings, Google Calendar appointment schedules or Calendly let people pick a time that already works.

Typically saves about 80% of the time15 min to set up
  1. 1Turn on the booking page built into your calendar (Outlook Bookings or Google appointment schedules), or use Calendly.
  2. 2Set your working hours and buffers.
  3. 3Paste the link in your signature and in replies that ask "when works?".

Tools: Microsoft Bookings · Google Calendar appointment schedules · Calendly

Quick wins

Have you tried…

Do you send a booking link instead of emailing back and forth about times?
A booking link shows your free times so the other person picks one. Outlook and Google Calendar both have this built in.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

CEO / FounderPeople manager / Team leadChief of StaffSales Development Rep (SDR / BDR)Account ExecutiveInside Sales RepSales ManagerCustomer Success ManagerImplementation / Onboarding SpecialistProject managerOperations coordinatorLearning & development specialistExecutive assistantReceptionist / front deskAdministrative assistantUX researcherAgency Project ManagerParalegal / Legal Assistant

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

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Answers are anonymous. Leaders only see team totals.

Other common tasks for CEOs / Founders