There is nothing more frustrating than going back and forth across multiple emails trying to schedule a discovery call or coaching session with someone. It is a waste of time for everyone involved, and if it is before your coaching client commits to working with you, it may lose you a client. There are a number of ways you can make scheduling meetings much easier for your coaching clients. Here are some options that work for all types of coaching businesses, technology comfort levels, and budgets.
Send a List of Suitable Times
The number one rule of scheduling coaching sessions quickly and without frustration is to provide the other person with a list of possible options so they can pick the most convenient time. Send an email with a list of 5 or more different options. For example:
I have the following times free next week for a 1-hour coaching session :
- Monday between 4 pm and 6 pm
- Tuesday between 10 am and 1 pm
- Wednesday at 3 pm
- Thursday at 2 pm
- Friday between 10 am and 12 midday
Let me know which works best for you. If none of the times works for you, send over some suggestions.
Hopefully, this will ensure you find a time within an email or two.
Call Your Coaching Client
Sometimes it is just easier to pick up the phone and compare calendars. This will allow you to quickly discuss availability and pick a time that suits both of you. You may even find out valuable information about their general availability that you can add to the CRM for future reference.
Use a Scheduling Tool for Coaches
Scheduling tools are a great way to allow your coaching clients to quickly check your availability and book a coaching session. You can load in your general availability for different types of meetings. The scheduling tool will then sync with your calendar to show when you are available for each type of meeting.
All you need to do is send your coaching client a link to your scheduling tool. Once they book their coaching session or discovery call, they will receive an automatic confirmation message. Depending on the scheduling tool, this confirmation message may automatically sync with their calendar and contain a link to join the meeting.
Here are some examples of scheduling tools for coaches:
- Calendly
- ScheduleOnce
- Acuity
- CoachAccountable
- You Can Book Me
Have an Assistant Handling Your Scheduling
Another option is to outsource your scheduling to an assistant or VA (virtual assistant). This does require you to be really transparent in your calendar. You’ll need to block out unavailable time rather than expect your assistant to read your mind.