The Challenge of Group Scheduling
Anyone who's tried to schedule a meeting with more than 2 people knows the struggle:
- • "How about Tuesday?" "I can't do Tuesday."
- • "Wednesday works for me." "Not Wednesday, I have a conflict."
- • 47 emails later, you're still no closer to a decision.
The more people involved, the harder it gets. With 5 people, you might have 100+ possible time slots to consider. Here's how to make it manageable.
Method 1: The Email Thread (Don't Do This)
The Reply-All Nightmare
You send an email asking "When are you free next week?" and hope everyone replies. What happens:
- • Some people reply-all, some don't
- • Everyone's availability is in different formats
- • Someone's email gets buried and they never respond
- • You spend 20 minutes trying to find the overlap
- • By the time you figure it out, someone's availability changed
Verdict: Inefficient for any group larger than 2.
Method 2: Calendar Comparison
Share Calendars and Compare
If everyone uses the same calendar system (Google Calendar, Outlook), you can share calendars or use the "find a time" feature.
Pros:
- ✓ Shows real-time availability
- ✓ Built into tools you already use
Cons:
- ✗ Everyone must use the same system
- ✗ Requires sharing personal calendars
- ✗ Privacy concerns
- ✗ Doesn't work with external people
Verdict: Works for internal teams using the same tools, but not for mixed groups.
Method 3: Scheduling Polls (Best Option)
Use a Scheduling Poll Tool
A scheduling poll lets you propose options and collect votes. Everyone clicks a link, selects what works for them, and you see the results instantly.
Why this works best:
- ✓ Works for anyone – No shared calendar system needed
- ✓ Takes 10 seconds to vote – High participation rate
- ✓ Visual results – Instantly see the best option
- ✓ No privacy concerns – Only see availability for your proposed dates
- ✓ Scales – Works whether you have 3 people or 50
Verdict: The most efficient method for most scheduling scenarios.
How to Create an Effective Scheduling Poll
1. Don't offer too many options
Stick to 3-5 date/time options. Too many choices leads to analysis paralysis and spreads votes too thin.
2. Pre-filter obviously bad times
Don't include options you know won't work. If you know someone can't do Fridays, don't add Friday options.
3. Set a deadline for voting
Tell people "Please vote by end of day Thursday." Without a deadline, some people will never vote.
4. Send one reminder
If key people haven't voted, send a friendly nudge. But don't over-remind—it's annoying.
5. Decide promptly
Once you have enough votes, make the decision and send out the invite. Waiting too long means availabilities may change.
Tips for Specific Scenarios
🌍 Global teams (different timezones)
Use a tool that displays times in each participant's local timezone. Consider:
- • Rotating meeting times to share the inconvenience
- • Finding the "golden hour" where timezones overlap
- • Recording meetings for those who can't attend live
👥 Large groups (10+ people)
Accept that you won't please everyone:
- • Aim for maximum attendance, not 100% attendance
- • Identify "must have" attendees vs. optional
- • Pick the time that works for the most people
🏢 Client meetings
Put the client's convenience first:
- • Offer times within their working hours
- • Use a professional, ad-free scheduling tool
- • Include buffer time between options
The Fastest Way: Try Shareaslot
Instead of wrestling with email threads or calendar comparisons, create a poll in 30 seconds:
- 1 Name your meeting
- 2 Pick 3-5 potential dates
- 3 Share the link with your group
- 4 See results as votes come in
No account needed. No learning curve. It just works.