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4 Ways to Get Your Customers on a Regular Appointment Schedule

By Gunjan Saini | Scheduling | No Comments

Get Your Customers Regular Appointment Schedule

Life is so much easier when you have a well-planned schedule in front of you. Unfortunately for appointment-based businesses, this isn’t always the reality. Customers can be quite spotty when it comes to making their appointments, which leads to a lot of last-minute adjusting of schedules and bookings.

While a lot of appointment booking is out of your control, there are some things that your business can do to promote a more regular appointment schedule from your customers. Being able to plan further out in advance allows you to be more prepared to serve every customer well and not lose time and efficiency in a scramble.

If you’re ready for more appointment continuity and stability, here are a few ideas you can try this year:

1. Enable Recurring Appointments

There are a lot of customers who would appreciate a regular appointment schedule as much as you do. One way you can make this possible is by enabling recurring appointments. This allows customers to book appointments on a regular cadence rather than sporadically.

For example, your car garage might get a lot of business doing oil changes. Customers who make daily commutes and like to take care of their vehicles might come in for a bimonthly oil change as part of their maintenance routine. Being able to designate a particular day of the month makes it easier for them to organize their schedule, in addition to helping your business to get regular bookings.

Recurring appointments also work well for small businesses that have personal interactions with their customers. A customer might look forward to the hour she gets to spend with her masseuse each week, and being able to set a recurring appointment in her calendar ensures that her preferred booking slot is always secured.

2. Send Automated Text Messages

Sometimes your customers need a little nudge to kick-start their appointment streak again. Automated text messages are a quick and effective way to reach out to your customers who haven’t scheduled an appointment in some time. Such messages can notify them about upcoming deals they won’t want to miss or be used to send them a personalized offer.

Within an automated text message, you can include a direct link to your online appointment software. Send the right message to the right customer at the right time, and you can start getting bookings from them immediately. Of course, you should always leave the option available to opt-in and out of messaging as customers see fit. Otherwise, your text messages will drive customers away rather than pull them back in.

Emails and phone calls can also be effective methods of issuing reminders. Best of all, allowing customers to choose how they receive messages means you know that your nudging messages are being sent in the best way possible to every single person.

3. Keep Them in the Loop

If you keep customers in the loop with everything going on with your business, they’ll have more reasons to visit your website and regularly book future appointments. New information can also reinvigorate the interest that consumers have in your business.

If you don’t already, try creating and sending out a monthly newsletter containing information regarding upcoming events at your business. This can include special promotions, new services you’re offering, and other announcements as you see fit. Learning that you now offer a trendy new beauty service or will be offering two-for-one mani-pedis next month may be just the thing to spark a patron’s interest. Full calendars of events will prompt many customers to start booking their appointment slots earlier than normal.

Some pieces of news will need to be issued more immediately. For instance, if you’re planning on altering your business hours for an upcoming holiday, you should let your customers know as soon as possible so they can plan their appointments accordingly. Last-minute changes on your end will only cause complications with existing bookings.

4. Incentivize Consistency

If consistency is what you want from your customers, incentivize that behavior. Many businesses encourage return visits by handing out punch cards that provide additional services or rewards after so many uses. You can take this a step further by adding some more parameters.

Many appointment-based businesses prefer a regular appointment schedule over a quick string of appointments booked in pursuit of punch-card rewards. To change the trajectory of your incentives, you could build a reward program that offers points for cyclical visits. Bonus points can be awarded for consistent streaks set by customers, such as triple points earned for three consecutive monthly appointments.

Of course, your incentives program should be specifically tailored to your business, what it offers, and the customer base you’re working with. By thoughtfully taking your business’s particular variables into account, you’re bound to find a formula that works.

While you’ll never have a set-in-stone schedule as an appointment-based business, there are things you can do to promote continuity. Embrace these tips, you’ll benefit from the consistency they can help bring to your organization.

Image Credit: Mart Production; Pexels; Thank you!

Is There an Ideal Meeting Time?

By Choncé Maddox | Scheduling | No Comments

Are you encountering meeting mortification? There are ways to tweak your meeting time to make a meeting marvelous — or at least productive and bearable.

When it comes to efficiency and productivity — time is everything.

When it comes to meetings, the one thing you’ll want in every meeting is efficiency. Of course, it’s necessary to handle your meetings in a professional manner, but the time you hold it is almost as crucial to success.

When is the optimum time to schedule a meeting?

Let’s look into the ideal time and day for a meeting for your company. The general consensus is that the best time of day for meetings in business is between 10 a.m. and 2 p.m.

If a typical workday lasts from 9:00 a.m. to 5:30 p.m., the day is divided into two halves. The schedule is basically the same in every office.

Earlier in the day, 9 –10 a.m.

10:00 a.m. – 12:00 p.m.

Lunchtime; 12–1 p.m. – Lunch break

Afternoon; 1 p.m. – 3:30 p.m.

Afternoon/Evening — late afternoon/early evening; 4 p.m. and forward

This leaves you with five-time periods to choose from.

So, seeing this schedule at a glance — what are the advantages and disadvantages of each timeframe?

The early bird

Early in the A.M. — Having a meeting first thing at first light might be beneficial if you want to be quick. Power people and very busy CEOs often want this time for their meetings. A fast 15-minute stand-up meeting or a quick check-in is best done early in the morning.

On the other hand, early morning meetings should be avoided for some types of employees, such as graveyard employees, since those workers may still be tired. In addition, you don’t want to spend time repeating yourself or waiting for someone to return from the coffee machine.

Teach your employees to prepare the day before

Meetings at the start of the day require employees to prepare the day before or arrive early. As most tech businesses get going early — you can teach your employees to better navigate this world by showing them how to set plans and goals — prepare the night before.

If you have given leeway during covid for your staff to start at various times of the day, getting everyone in the same room at the same time to start the meeting might be challenging. Get everyone back on the same schedule, if you can, for success.

Many employers have found that mid-morning meetings are more productive since the change from home to the office. In addition, if you use mid-morning meetings, often employees have had time to settle in, and they aren’t in the flow yet. In this case — mid-morning meetings tend to be more productive. Around 10 or 11 a.m., flexibility also seems to increase.

Some workers don’t want to spend time in a meeting shortly before lunch because they believe you will drag on and they’ll be late for lunch plans. So always start and end meetings on time.

How about a lunch meeting?

Lunchtime/Lunch break: Meeting timings are often influenced by mealtimes, so grabbing and paying for your employees’ lunch can be a great week to connect. If you’re holding a conference during a meal, plan on supplying the food — and let that be known.

Employees will feel more productive and invigorated if they are given some beverages or little snacks, even if it isn’t a full dinner. Still, a lunch meeting with great food can also go under the team-building budget for your dollars. In addition, these meetings bring your team closer together as they talk with each other before and after the meeting.

Afternoon: Employees are generally lethargic soon after lunch, but by three p.m., the energy picks up. I used to have a boss that always said, “Every person caffeinated, and we’ll meet in the conference room in twenty minutes.”

The vote by workers is that they are far more inclined to accept meetings after three p.m. than early morning. As a result, they’ll be more enthusiastic and have had more time to think about and prepare for the pow-wow.

A three p.m. meeting allows you and your colleagues more breathing space than a nine a.m. conference, which you must attend as soon as you get to work. Note though that for your three p.m. meetings — most of the day is passed, so your participants leave straight after the meeting.

This meeting is not for you if you have a team that works late and gets a lot done.

Never too late for a meeting

Late Afternoon/Evening Meetings: During late afternoon or evening conferences, workers may watch the clock tick and wonder when the day will conclude. If the purpose of your meeting is to increase employee passion for something, the enthusiasm will fade as the person approaches the conclusion of their workday.

Following an examination of the five time blocks in a research done by Keith Harris of WhenIsGood.com, — he said that he discovered the ideal time for a conference seemed to be about three p.m. (afternoon), even if you live in the metaverse.

By three p.m., employees have completed most of their tasks, had a meal, and regained their energy.

Three p.m. is break time. Everyone knows that. So offer snacks and beverages if you’re meeting at that time. Otherwise, food is a distraction.

Monday is the best day of the week for a conference type meeting

Let’s move on to the best day of the week to have a meeting now that we’ve discussed the optimum time. Because workers may utilize personal or vacation days to have a three-day weekend, Mondays and Fridays are typically the least productive days for holding meetings.

On Monday, employees are often still in a weekend mood and ready to leave the workplace on Friday. Yet, you must consider that sometimes your Monday meetings get your team all there and revved up for work. If planned correctly (not last-minute role call), this MO can be motivational and productive.

Days and daze

Some offices claim that conferences should be held in the middle three days of the workweek to maximize productivity and participation. However, the most significant days for conferences are the middle three of the week, and the afternoon is the optimum time for a meeting.

So, when is the best time to conduct a conference throughout the week?

According to a recent survey conducted by the meeting scheduling service WhenIsGood — the optimal time for most of their workers and respondents is Tuesday at three p.m.

While Tuesday was the favorite day in that study — it may not be for you. So if you have a real go-getter team that isn’t afraid to talk meetings and productivity — send out a survey.

Choose the day that resonates most with you and your staff, no matter what your preconceived notions turn out to be.

Image Credit: Christina Morillo; Pexels; Thank you!

Is There an Ideal Meeting Time? was originally published on Calendar by Choncé Maddox.

The 13 Most Accessible Calendar Apps of 2022

By Max Palmer | Scheduling | No Comments

Is staying organized on your list of goals for the coming year? If so, it is essential to choose a time management app that offers the proper functionality for your needs.

Here are the topmost accessible calendar apps of 2022:

1. Calendar App

The Calendar App is unique in that it utilizes machine learning to help improve your productivity. For example, you can send a link to a colleague, and they can pick the best time for your next meeting without any additional correspondence. It also includes time tracking features, time zone availability, and more. What else makes this one of the best accessible calendar apps? You can analyze your schedule to see how your day is broken up by task type.

2. Google Calendar

There’s a reason why Google Calendar is trusted by millions of people around the globe. This robust program easily syncs across multiple devices, making it easy to track your entire day in one spot. Plus, it integrates with thousands of other apps, programs, and time tracking tools to really give you optimum productivity. It is also free.

3. Apple Calendar

Those who generally tend to lean towards Mac and iOS devices should consider Apple Calendar. Included as part of the iCloud platform, it comes automatically installed and integrates with your Apple Watch. Sadly, there is no Windows or Android option, but that isn’t a big deal for some people.

4. Outlook Calendar

If you’re familiar with Microsoft Office, then you’ll probably enjoy using Outlook Calendar. This product is automatically installed on Windows devices, but a separate iOS app and Mac program are available.

5. Calendly

Those who have clients regularly self-scheduling meetings or calls should consider Calendly. This app integrates with many other programs, including Zapier, Salesforce, Stripe, Zoom, and others. The app also integrates with your website, making it simple for customers or clients to set their own appointments within the structured time blocks you’ve set.

6. My Study Life

Students have a lot to keep track of during the week. Unfortunately, general calendar apps aren’t always as useful as they could be for improved productivity. Instead, My Study Life makes it simple to track class schedules, assignments, lectures, and more. As one of the few student planner apps on the market, it’s worth checking out.

7. Trello

While Trello itself isn’t precisely a calendar app, it does make it possible to see projects visually on a Kanban board. These digital cards allow you to easily see what’s due on a project and what state each step is in. Additionally, you can sync it to your existing Google, Apple, or Outlook calendar. This is especially handy as a tool for teams or those looking to increase productivity for specific projects.

8. Any.do

Those interested in a task management app that offers robust functionality should check out Any.do. More than just a calendar, it provides ways for you to balance your personal and business lives by offering task lists, grocery lists, trackers, and more. This is a good blend for balancing personal and business tasks during the week.

9. Cozi

If you’re looking for a family-friendly calendar program, then you’ll like Cozi. Designed as a lifestyle planner, the program is designed for users of all ages to keep track of household necessary tasks, events, and outings. Additionally, the easy-to-use interface is simple and effective for just about anyone to use.

10. OurHome

Families with little ones will adore the OurHome app. This calendar tool works great for adults, while a unique chore tracker makes checking off tasks fun for the kids. Best of all, it is available for both Android and iOS devices.

11. TeamUp

Managing groups of people is much easier with an app like TeamUp. This calendar program is specifically designed to keep individuals organized with what’s going on. Best of all, it is free for small groups, too.

12. Float

If you like visual planners, you’ll want to check out Float. Designed specifically for teams, it makes it simple to see where each person is on an individual project and what they have going on for a specific day. Additionally, you can log hours to ensure billing meets up with invoicing, payroll, etc.

13. Plan

It’s always a beautiful thing when project management and calendar apps come together. Plan allows you to assign tasks, check status, and work directly with your team to complete tasks. Additionally, it offers quite a bit of integration with other tools like Google Mail, Outlook, Github, Google Drive, and others.

Top Calendar Apps of 2022

Now that we’ve discussed the thirteen most accessible calendar apps, it is time to try them out for yourself. It might be hard to narrow it down to your favorite with so many features and integrations.

Here’s to a productive and stress-free coming year!

Image Credit: George Pak; Pexels; Thank you!

4 Risks When Scheduling Appointments Online and How to Avoid Them

By Gunjan Saini | Appointment, Scheduling | No Comments

Online appointment software is one of the easiest ways you can keep your life in check. Scheduling appointments online takes much less time than doing so over the phone, saving you more time and businesses more money. The system is still less than perfect, though.

As great as online appointment software can be, anything done over the internet entails a few risks to keep in mind. You may share personal information when booking appointments, and you’ll need to take a few precautions to keep yourself safe. To help you do so, this guide will outline some of the common risks associated with scheduling appointments online and what you can do to keep them to a minimum.

Here are 4 Risks When Scheduling Appointments Online

1. Answering Potentially Irrelevant Questions

When you’re scheduling an appointment, especially for the first time, you’ll be asked a series of questions. Most of these will be standard questions (such as asking for your name) so you can reserve your appointment slot and easily verify your identity. However, you should be wary of questions that might be irrelevant or unnecessary for the business to ask.

For example, there aren’t many businesses that should require your Social Security number. Financial institutions are an example of an organization that would need your Social Security number, as well as a pediatrician looking to verify your guardianship of a child. That being said, you shouldn’t have to share such private information with vendors like your hair stylist or mechanic.

Oversharing can put your personal information at risk for identity theft and fraud. Other questions that could pose a threat to your identity include your place of work or even your address if the information simply isn’t necessary.

Before booking an appointment with a business that’s asking some curious questions, ask the business whether or not they require you to share this information. If it is optional, declining to provide it is a safer option. If it’s required, consider looking elsewhere for your services before making that commitment.

2. Using Public Wi-Fi

When you’re scheduling appointments online, be careful about the network you’re using. Public Wi-Fi leaves a lot to be desired when it comes to security. While it might be convenient to opt for public Wi–Fi over cellular data, it’s always safer to wait until you’re on a secure network before booking an appointment.

Nefarious figures can easily hack into public networks and swipe your personal information and location while you’re in the appointment booking process. Some people can even create false Wi-Fi networks you can connect to in public places and hand over your information without even realizing it.

Using cellular data is typically safer than using a public Wi-Fi network. Using your phone as a hotspot for another device is not as secure, but it is not encrypting the information you are sharing. If you are on the road and need to book an appointment, try to do so on your mobile device. Businesses with online appointment software enabled should have websites or scheduling apps that are compatible with smartphones.

3. Unsafe Browsing

If you have to use a public network for some reason, make sure you can verify its security and take as many safety precautions as possible before connecting. Additionally, there are certain cybersecurity measures that you should take even on a secure private network.

For example, saving your card information online is dangerous even if your home network is secure. The longer that information stays on the internet, the more opportunities there are for fraud and theft to occur. Autosaving other information such as your home address can also pose the same risk.

Safe browsing starts by being careful and prepared. While autosaving information certainly is convenient, especially when scheduling appointments online, remember how much safer it is to take a few extra seconds to manually input your personal info each time. Another thing to look for is a lock icon next to web addresses, as this will indicate whether the website you are using is secure or not.

4. System Errors

While not as catastrophic as someone stealing your information, even the best automated systems can experience a few hiccups. A single system error can ruin your entire appointment booking if you’re not paying attention to catch the mistake.

For example, if the online appointment scheduling system fails to synchronize with your personal online calendar, you can end up missing your appointment entirely since it won’t appear in your schedule and won’t send you any reminders. Besides having to reschedule, you could also be subject to missed appointment fees that will be difficult to dispute.

Other possible errors include misentered information, double bookings, and internet outages preventing people to finalize their appointments. Make sure you have a reliable internet connection and double-check all of the information you submit to keep such errors to a minimum.

Don’t let this guide dissuade you from relying on online appointment software with your business interactions. This software has a lot to offer, as long as you use it wisely.

Image Credit: Marcus Aurelius; Pexels; Thanks!

5 Easy Ways to Be on Schedule for Your Appointments in the Winter

By Jon Bradshaw | Appointment, Scheduling | No Comments

Planning and scheduling your appointments in the winter can be a distinct challenge. It can be hard to stay motivated when all you want to do is curl up by the fire. Travel may also be difficult. Road conditions can certainly throw a wrench into your plans by extending travel time or even causing events to be canceled.

Some people live in areas that rarely see snow or even freezing temperatures. Life goes on as normal for this demographic. But if you’re among those who have to brave the cold each winter, there are a few extra things you’ll have to do to make your schedule work. To ensure you’re always on time for your planned appointments during the harshest of winters, use these five strategies:

1. Connect an Online Calendar

If you struggle with being tardy to appointments, you need to log onto an online calendar. You can use a simple app on your phone that will forever change how you look at time management. In many cases, you can even connect this online calendar with your appointment bookings for instant synchronization.

With your appointment booking in your calendar, you can plan more strategically to make it to your events on time. If you have a meeting or obligation that ends right before your appointment is supposed to start, you’re more likely to end up running late.

2. Opt for Appointment Reminders

If the business in question offers appointment reminders, you should seriously consider signing up for them. Rain, snow, or shine, appointment reminders are a great way to make sure you arrive at your appointments on schedule. Businesses using online appointment software can send you reminders in a variety of ways.

For starters, online appointment software enables automated reminders that can be sent at the most optimal times for every booking. You can receive these reminders in an email, over text, or even with a robocall. You can often select how to receive your reminders according to your personal preference.

3. Check the Weather

Staying on top of the weather forecast will help you stay on time for your winter appointments. By checking the weather for the upcoming week, you can plan short-range appointments for the sunniest days when the roads are most likely to be clear.

Sometimes all it takes is looking at the 24-hour forecast to pick the right appointment time. It might snow one night, but be warm and sunny the next day, which will melt all the snow and ice away by mid-afternoon. Plan ahead to account for possible weather delays, especially if you don’t want to drive in rain or snow. Booking on good-weather days can help you remain punctual for appointments in the winter.

4. Prepare Your Transportation in Advance

On a day when winter conditions aren’t in your favor, the best course of action is to prepare your method of transportation well in advance. Whether you’ll be taking a car or public transportation to your next appointment, you can plan for it ahead of time. If you are taking a bus, subway, or train, check the departure and arrival schedules beforehand, as they are subject to change. Additionally, if you’re using a rideshare, pay attention to times when surge pricing is in effect so you can avoid those times.

If you are driving, start your car early on the day of your appointment. Letting it run for five minutes or so will warm up the interior so you’re not miserable. It will also get the inner workings of your car running smoothly for safe travels. This is especially important if you park outdoors. The heat from a warmed car will help melt any snow and ice that might obscure your vision while driving, making it easier to scrape off.

You should engage in other forms of preparation even earlier. For example, shop early for good snow tires. They will help you travel safely to your appointments in the winter, even during moderate snowfall. If you wait until the peak of winter to make the switch, you run the risk of getting stuck in the snow at an inopportune time. You could even spend a bunch of additional money if winter tire prices increase due to heightened demand.

5. Call Ahead on Snow Days

If the snow piled up the night before your appointment, give the business a call as soon as they open. This gives you an opportunity to ask whether they still plan on being open and serving customers that day. If they’re closed due to weather, you can reschedule your appointment. If the business has confirmed that it will be open, you can take advantage of your early travel preparations to get there safely.

Another possible scenario is that the business has decided to remain open but will allow customers to reschedule their appointments free of charge. If you’re concerned about traveling in snowy conditions, you can change your own booking without incurring the normal cancellation fee.

Alternatively, you might brave the snow if the bookings before and after yours have been canceled or rescheduled. You’ll have the comfort of knowing you can take your time traveling to the appointment without causing your service provider to get off track.

If you stay on top of things, no winter can slow you down. You’ll be able to stay on schedule during one of the most challenging times of the year.

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Time is All We Have

By Abby Miller | Scheduling, Time Management | No Comments

When we say time is all we have, we’re not just talking about showing up to work on time every day all year long. Punctuality really means getting to work ahead of time.

Punctuality, or being on time, is essential for workplace efficiency (and especially job interviews), but it might be even more critical for your personal branding.

“You can set your clock by him (or her)” is a phrase not heard much anymore. But it is still one of the most valuable compliments an employee can be paid. With modern technology like smartphones and GPS, it ought to be a no-brainer to make it to scheduled appointments on time. Yet so often, managers complain of workers who are still an ‘a day late and a dollar short.’

With this in mind, here are five compelling reasons why timeliness is a vital soft skill to strive towards.

Punctuality equals time equals efficiency.

Few things scream “disorganized,” like being late all of the time.
While being chaotic in social settings may appear eccentric and odd, it is terrible news in the business.

Employers want to know that their employees are productive, and wasting time looking for files, tracking down client notes, or looking for a missing invoice costs the organization money.
Being organized makes it much simpler to accomplish projects, arrive at meetings, and fulfill client needs every time.

You’re on time: so you’re a trustworthy coworker and employee.

When it comes to job advancement, your personal reputation is valuable.
When your coworkers think you’re on time, they’re more inclined to include you in new and exciting tasks.

After all, no one wants to entrust a crucial project to someone who is prone to miss deadlines.

You improve the image of your organization.

It’s a safe assumption that your boss values timeliness.
Customers quickly lose faith in organizations that do not regularly deliver on time in today’s competitive industry.

Whatever position you play in the supply chain, sticking to a schedule helps maintain your company’s excellent image, which is a benefit for its success – and your involvement in it.

Punctuality demonstrates professionalism and detail-oriented thinking.

Let’s face it: storming into a meeting room five minutes late with papers flying and a sweaty brow isn’t a good image.
Furthermore, you are denying yourself the opportunity to test out beneficial techniques.

Whether it’s a client meeting, a team debrief, or a staff training session, being on time allows you to double-check that you have everything you need (iPad, pencils, agenda, etc.) and go over your notes.
It’s also an opportunity to figure out the optimum sitting location for you – one that allows you to maintain eye contact with the primary speaker while also maximizing your personal visibility so you can make a meaningful contribution.
It’s difficult to be seen as a serious contributor when you’re locked in the back of a conference room, bobbing and weaving amongst coworkers simply to see what’s going on because you arrived late.

Being on time implies you’ll have all of the knowledge you need to finish a project.
Even being a few minutes late to a meeting might result in you missing out on essential data that provide the groundwork for the remainder of the conversation.

You hold your coworkers in high regard.

Few things are more aggravating than having your own fine work sabotaged by a colleague’s tardiness.

With good reason, teamwork is a fundamental driver of modern organizations. Being on time is the fuel that runs the machine. Moreover, workplaces are interconnected; when everyone completes duties on schedule, workflows smoothly across the company.

A snag in one location, on the other hand, slows down the entire line, causing everyone else to suffer.
Setting a deadline for yourself to complete your part of the process on time indicates your respect for your coworkers’ ability to fulfill their own deadlines.

Simple strategies to incorporate timeliness into your personal brand

There are several solutions available to help you reach your aim of timeliness. Here are just a few to consider:

A simple written diary note or an alert on your smartphone or computer may serve as a handy reminder of scheduled appointments, phone calls, and deadlines.
Use a time management tool like Remember the Milk or Time Doctor to keep track of your tasks.
Also, avoid attempting to outwit the clock.
Learn exactly how long a task, a meeting, or a phone conversation will take — and manage your time better.
Setting unreasonable, strict deadlines will almost always result in you falling behind.
Allow for unforeseen disruptions by allowing some wiggle room.

These tips might assist you in maintaining your timeliness without being concerned about falling behind schedule.

Image Credit: DS Stories; Pexels; Thanks!

How to Encourage Appointment Scheduling in the Winter When No One Wants to Get Out

By Gunjan Saini | Scheduling | No Comments

Seasonal depression is nothing to scoff at. The freezing temperatures and lack of sunlight are enough to make anyone want to curl up at home in front of the fireplace. Unfortunately, this might mean that you’re filling fewer time slots in the wintertime as customers opt to stay indoors and schedule their appointments in the spring.

Encouraging appointment scheduling in the winter won’t be easy, but it’s a challenge worth facing head-on. Not only is getting your customers out of the house good for their mental and physical health, but it’s also good for your business. Here are some ideas to help you fill up your schedule even when the snow is falling:

Offer Incentives for Scheduling Appointments

People might not want to leave the comfort of their home for regular old appointments. Unless they absolutely have to, many customers are content with postponing them until temperatures start to rise again. To offset their desire to hibernate rather than book your services, you need to extend an offer that customers simply can’t refuse.

Incentives add an extra layer to appointments, making them more favorable even when weather conditions aren’t. For example, a customer might not normally book a winter appointment but be drawn toward your business by seasonal discounts and amped-up loyalty rewards.

Create Ambiance

The waiting room is an underrated aspect of appointment-based businesses. Even if you have the most streamlined booking system on planet Earth, every single one of your customers is going to spend some time in the lobby before or after an appointment. If you create an ambiance that’s comfortable and inviting, more customers will be willing to brave the cold and trek to your office.

How do you make your waiting room awesome? Look at aspects of your lobby that might go overlooked in normal circumstances. Warm lighting as opposed to blinding fluorescents can create a more inviting environment.

The music you play can also be quite influential. Replacing boring elevator music with modern, upbeat tunes or classic soul will make for a more pleasant waiting room experience. Even just keeping the common areas warm and cozy can bring out your chilly customers.

The exterior of your business shouldn’t be overlooked either. Clear sidewalks and parking lots will be a lot more welcoming to customers than icy pavement and snowy curbs.

Offer Online Check-In for Appointments

If customers have an option to wait in their warm cars until their appointment, they might feel more inclined to venture out for it. That doesn’t mean you shouldn’t be taking care of your waiting room. Rather, offering online check-in will provide another option for customers to consider. More options for customers means the business will have a better sales funnel.

Checking in online can easily be enabled through a mobile app or online software. All a customer needs to do is confirm that they have arrived at the office on time. A phone call, email, or text message will let the customer know when their appointment is about to start so they can quickly run from their car to the building, staying as warm as possible from start to finish.

Stretch Out Your Schedule

One reason why customers are hesitant to book appointments in the winter is because of perilous road conditions. Driving in the snow and ice is not a fun experience no matter how accustomed to it they are. This means drivers have to travel extra slowly, which might put them at risk of missing their appointment.

You can eliminate this fear by stretching out your schedule. Add some extra buffer time in between appointments just in case someone is running late due to poor weather conditions. You can also add more availability for walk-in customers if business is slow enough to accommodate them. This will give customers more flexibility and peace of mind.

Reach Out

If you’re using online scheduling software, you should easily be able to see when a customer made their last booking. Using this information, you can contact your regular visitors whom you haven’t seen in some time. Sometimes just reaching out to a customer is enough to bring them back for a winter appointment.

When getting in touch with customers, try to make your messages as personal as possible. Phone calls are easy to make personable but are more time-consuming. If you use some sort of messaging system, just be sure to draft up a message that doesn’t sound copy-and-pasted to your entire email list. When customers can tell that you sincerely care about them and want to serve them, you’ll have more success with winter appointment-setting.

Winter only takes up a short portion of the year, but it can feel like an eternity sometimes. Taking measures to fill up your appointment slots and stay busy will pass the time much more quickly and help your business start the next calendar year off on the right foot.

5 Things to Consider When Setting Up Self-Service Scheduling for Your Business

By Jon Bradshaw | Scheduling | No Comments

So you’re wanting to add more self-service options for your customers. This is a great idea for a number of reasons. It lightens the workload of your employees and provides your customers with additional flexibility. Appointment-based businesses will benefit from self-service solutions just as much as those in any other industry.

Before you hand the reins over to your customers and allow them to run wild, though, there are a few things you need to consider. Keep these five things in mind when setting up self-service scheduling for your appointment-based business:

1. Business Capacity

How many staff members are available to assist customers on a day-to-day basis? This will help you determine how many appointment slots to include when setting online scheduling options. If you allow people to book an endless amount of appointments, the influx of customers can overwhelm your staff.

Start by listing some important details about your appointment process. What are your hours of operation? How long does the average appointment last? How many appointments can you take at a single time according to your staff list? Do you need to include buffer time in between appointments?

That’s a lot of questions to ask, and there are more you can include, but each one is important when setting up self-service scheduling for your business. Your answers will determine how many appointment slots you make available and what sort of cancellation policy you want to put into place.

2. Cybersecurity

How secure is your network? If you can’t answer with absolute certainty that your security is up to par, then improving it is your first order of business. It won’t matter how many bells and whistles you add to your online appointment experience; customers will steer clear of your business if your data security is full of holes.

There are a number of steps you can take to build up your cybersecurity. Don’t be afraid to overdo it a little if it ensures your customer data remains secure. Install antivirus software, firewall protection, and data encryption to your system. Stay on top of data security practices such as recognizing phishing schemes and screening any third-party companies you might work with.

3. Payment Methods

The purpose of self-service scheduling is to provide additional flexibility to your customers. It allows them to book, change, or cancel appointments at any time of day or night. But don’t limit your system’s flexibility to just time management. While that’s a great perk on its own, you can use your online appointment software to expand your payment options as well.

Customers love convenience and flexibility on payments, and including additional payment methods can bring more people to your online appointment platform. Simply adding PayPal compatibility alongside debit and credit card payments will expand customer options. You can also look at integrating mobile payment apps or even find ways to let customers spend cryptocurrency at your place of business.

4. Customer Support

Once your self-service scheduling is all set up and ready to go, it might take some getting used to. Some customers will get the hang of the new system immediately, while others might need a little guidance their first time around. Smart business owners will prepare their customer support reps to help answer any and all questions regarding online appointment setting.

Make sure to train and equip your employees with everything they need to assist customers getting used to the new self-service system. With the necessary resources, they’ll be able to help every customer get their bearings.

The beauty of self-service appointment setting is that customers can use it outside of business hours. For those times when a customer service agent isn’t available to answer questions, a chatbot can fill in. Adding one of these digital helpers to your website can guide customers through the appointment process and answer frequently asked questions no matter what time it is.

5. Data Collection

We’ve already touched on how important it is to protect customer data. However, it’s also important to recognize the value of the data you do access and how its use can upgrade your business.

Because self-service scheduling is done entirely online, your business’s data-tracking potential is about to hit new all-time highs. The data your appointment software gathers can give you new insights into your customers so you can serve them better.

For example, before using online appointment software, you might not have had a clear picture of your main customer demographics. With the creation of customer profiles, you can get exact numbers on demographic characteristics like gender and age among your customer base. This will help you develop new services and tailor marketing campaigns to the people who will respond most positively.

Adding self-service scheduling will totally transform your business for the better. You’ll be able to help more customers, increase revenue, and create a more efficient workflow all by making this one influential change to your system.

What to Schedule When Returning Home for the Holidays

By Hunter Meine | Scheduling | No Comments

The holiday season is a time reserved for family. However, responsibilities don’t all disappear during this time, and you might not want to spend all month with your in-laws. Scheduling your time can help you find the perfect balance.

Whether it’s Christmastime, Thanksgiving, or even a family Easter gathering, you can make the best use of your time back at home with your online calendar. Here’s what to schedule to maximize your return home for the holidays:

Start With Family Commitments

Before you fill out the rest of your online calendar, mark down any family commitments you have. Of course, planned dinners, movie nights, and other family activities should take precedence. This is why you’re traveling home in the first place, after all, so it should be the bulk of your online calendar for the duration of the trip.

Once your online calendar is filled with family events, you can fill in the cracks with anything else that needs attention. However, it’ll be much more challenging to find the time you need to tend to personal responsibilities without scheduling things out.

Other family commitments may include getting Christmas presents for everyone or bringing a meal to a family potluck. Use your online calendar to make time for these commitments, whether it’s a reminder to go shopping or planning a cooking schedule for holiday dinner.

Get Travel Plans in Order

Will you need to make a long trek to visit family? The better you plan your travel itinerary, the less holiday stress you have to endure. Start by scheduling times to pack, so you don’t forget anything in the last-minute rush.

If you plan on flying, schedule your departure time to get to the airport on time, and note arrival times if the family will be picking you up. If you opt to drive, schedule your own departure time that works best for everyone. Whichever option you choose, be sure to follow COVID-19 safety guidelines.

In some scenarios, you might end up staying in a hotel rather than with a family member. If this is the case, you can add check-in times to your online calendar to work around the rest of your schedule. Be sure to take note of any breakfast served!

Make Time for Work

At least for this holiday season, you might have to take work home with you. This is because so many employees who moved to remote work due to COVID-19 were offered a lot of flexibility — but also the likelihood that you’ll have a few projects to tackle over the extended break. So be sure to add time during your trip to complete these projects before returning home.

If your trip home includes time off, straighten out your work schedule before and after the days of your trip. Many people want time off during the holidays, so the sooner you can request your days off, the better. You can even pick up some shifts before and after your trip to help out your fellow employees.

Here’s a pro tip for your online calendar; plan out the week of your return before you even leave for your trip. This way, meetings, and deadlines are all straightened out for you right when you get home. You won’t have to fuss over any details during or after your trip if they’re already squared away.

Straighten Out Duties at Home

Just because you’re on a trip doesn’t mean that responsibilities get waived at home. Got some pets at home? Some plants that need to be watered? Make sure everything is cared for even while you’re away, even if that requires some extra help.

You can hire a pet sitter or a housesitter while you’re gone. But, if you do, sync up an online calendar with them to know precisely what needs to be done at what times. Then, with proper communication, you’ll come home with everything looking like you never left.

Keeping your home safe while you’re away should also be a high priority. You can ask a neighbor to pick up scheduled mail and packages and to keep an eye out on your property while you’re away, allowing you to have some peace of mind.

Stick With Your Routine

You should have a good routine going that keeps your life in order from sun up to sundown. If you aren’t already, use your online calendar to help you stick with it every day. Your online calendar will really come in handy when sticking to a routine on the road.

If you maintain your routine throughout your trip, you’ll more easily adjust when you return home. Of course, some aspects of your routine might need some adjustments, like substituting your morning workouts for evening pickleball tournaments with the family. However, you should try to maintain as closely as possible, like a healthy sleep schedule built for maximum productivity.

Give Yourself Time to Recover

A long trip with the family can be exhausting. So before you make a return to reality, schedule some time to recover. Some good old-fashioned “me time” will do the trick.

When planning your trip, add a day or two to the end of it just to relax and get your affairs in order. Heading right back to work after a long trip can make you feel exhausted, stressed, and even depressed. Take care of yourself before getting back to business.

More than anything, do your best to have fun when visiting family, regardless of the occasion. Your online calendar will help you take advantage of every moment, leaving no time block left behind.

Why Allowing Customers to Schedule Appointments Too Far in Advance Might Be Counterproductive

By Jason Barnes | Scheduling | No Comments

The beauty of online appointment software is that customers can book appointments on their own time. This option is so much more convenient for customers and businesses alike. However, this tool presents a new dilemma that your business should address as soon as possible. How far in advance should you allow customers to book their appointments?

This is a valid question that all business owners who use scheduling software should ask themselves. Plans change for both businesses and customers, so setting a limit on how far in advance customers can schedule appointments is a good idea to consider.

So, what is a reasonable amount of time for appointment scheduling? You want to make sure you’re allowing customers to adequately plan ahead without creating additional roadblocks. Here are some possible scenarios and consequences to consider that will help you decide:

1. Plans May Change

You simply can’t predict the future with certainty, no matter how many data trend lines you draw or crystal balls you place in your office. It’s certainly nice to allow scheduling into the distant future, but there are just too many variables that you just can’t plan for that far in advance.

For example, you might allow customers to schedule appointments up to three months in advance. A lot can happen in those three months that may cause appointments to be canceled or postponed. Calendars are hardly set in stone at that point, so you’re creating an inefficient scheduling landscape that leads to a lot of preventable movement or an increased amount of no-shows and cancelations.

Customers can also have major life changes that are nearly impossible to anticipate. If one of your regular customers has to move out of state, what are the chances they would remember to cancel their appointment if it’s months away? While this is an honest mistake, it’s a miscommunication that can happen because you allowed appointments to be set too far into the future.

2. Economics Are Unpredictable

Ask anyone who was running an appointment-based business when COVID-19 hit and you’ll hear some crazy stories about staying open. While this shift in the economy was due to a pandemic, it paints a vivid picture of some of the economic troubles that might affect businesses and their appointment-setting.

Let’s say you operate a small garage where you provide oil changes and tire rotations by appointment. You can get by with a few regular customers every month, but what happens when the rent you pay for your garage space shoots up? You might have to move to a new location, change your prices, or even sell the garage entirely.

All of these possible scenarios will directly impact future appointments. The further out your appointments are booked, the more difficult it will be to come up with a good solution to move them.

3. Customer Relationships Fluctuate

For many appointment-based businesses, customers develop strong relationships with individual members of your organization. This could be a particular stylist who gets the customer’s hair done just right, a favorite massage therapist, or a personal trainer who is familiar with their workout plan and goals. This relationship is part of a winning formula that your business should cultivate carefully.

Unfortunately, lots of things can change here. You can’t always count on everyone you work with. Employees might take up new job offers, decide to change careers, or simply retire. A situation like this means that some customers will no longer be able to rely on the one member of your organization they’ve grown closest to. Breaking the news to customers with extended appointment dates might be a tough assignment.

4. Human Error Will Persist

At the end of the day, the No. 1 reason why scheduling appointments too far in advance is a bad idea is because people are imperfect. Appointments can be easily forgotten when booked that far in the future. Even if they’re not forgotten completely, the passage of time can cause details to become blurry and other scheduling conflicts to arise. The resulting missed appointment is money your business loses.

Luckily, online appointment software can help your business keep customers accountable for the appointments they set with helpful reminders and automatic calendar syncing. However, there’s still a wide margin for error that is much more easily avoided by placing a limit to how far down the road customers can make appointments.

Sit down with your team and discuss how far in advance customers should be able to book appointments. Align this with your business goals and practices, such as cancellation policies and revenue goals. When the new policy is set, be sure to keep track of important appointment metrics such as no-show rates and customer retention to see how they’re affected by the changes you implement.

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