How to Find a Meeting Time that Works for Everyone

How to Find a Meeting Time that Works for Everyone

“Time is more valuable than money. You can get more money, but you cannot get more time.” – Jim Rohn

Things we know:

  • Time is our most valuable resource.
  • Scheduling meetings with varying attendees’ schedules, locations, and time zones can be painful.
  • It’s crucial to schedule meetings quickly, efficiently, and accurately.

5 Tips for Finding a Meeting Time That Works for Everyone Using Google Calendar

1. Get Google Calendar

We are a Google Workspace-based team, so this list of tips is based on our beloved Google Calendar. If you don’t have an account, you can create a Google Workspace for your team or business to get started, or create an individual account on and make sure everyone you need to meet with does the same. It’s also great for consolidating multiple calendars into one place — hello, full-life calendar mastery!

2. Create a New Event

Once logged in on Google Calendar, click on the Create icon in the top left-hand corner and select Event, or click on any time on your calendar. Add a title for the event, enter information providing details, and type in your guests’ email addresses. Be brief but clear, and communicate the purpose and value of the meeting.

3. Find a Time

While you’re still creating the event, you’ll see the words Find a Time in blue font in the event window. When you select it, you can see everyone’s calendar side-by-side. This will eliminate the traditional ping-pong game that starts when you suggest possible dates and times.

4. Confirm the Date and Time

Once you find a time that works for everyone, select that window. Do consider what time zone(s) guests are in and whether anyone has back-to-back meetings. They may likely need a breather to get some work done or get some lunch. Setting up no-meeting times in your calendar is a great idea to ensure your day works best for you and doesn’t get overbooked.

5. Save and Send

Once all the relevant information, links, and documents have been added to the event, click Save. Then, send a calendar invite to everyone invited. You’ll be able to see each accept, confirming their attendance. Everyone who’s invited will be able to see the entire guest list. You can also provide the option of whether they can invite additional guests.

Bonus Tip: Use an Appointment Schedule

Google’s appointment scheduling feature is helpful if you’re scheduling a meeting with an individual user and you’d like to give them meeting options. This feature lets you set various parameters to create a calendar of dates and times you’re available, factoring in your preferences such as how early or late people can book with you, buffer time between meetings, number of meetings per day, etc. Your availability is always up-to-date based on your current calendar, eliminating potential scheduling conflicts. We use this often when inviting multiple job applicants to schedule their calls and interviews during the hiring process.

How to Find a Meeting Time that Works for Everyone Infographic