Tips from the Pros: What Is Calendar Integrity?

Meetings at 9:00 and 10:30. Lunch at noon. Conference call at 2:15. Meeting at 3:00. Happy hour at 6:00.

And that's just Monday.

Your calendar is your sales lifeline. It's your link to your clients and prospects. It's your guaranteed time to connect with them one-on-one and make your case for your product. It's your time to get to know them and let them get to know you. It's the difference between failure and success and it relies heavily on calendar integrity.

When you have calendar integrity, you have up-to-the-minute accuracy. Calendar integrity means you have full confidence that your clients will be expecting you and ready to engage.

But how do you achieve and maintain calendar integrity? Like everything else, maintaining calendar integrity takes time.

First, verify the meeting date, time, and location before hanging up the phone.

Whoever is booking your meetings -- yourself, your internal or your scheduler -- should always take the time to repeat the meeting information back to the person on the other end of the line. "Thank you so much. She will see you on Thursday, January 10 at 10:00 am at Panera Bread on Loop 1604." This helps to create one final check to make sure everyone is on the same page.

Second, meetings should be immediately entered into your primary calendar.

This is where it gets tricky. CRMS are great for tracking all communication between your team and a client, but it's imperative that your work calendar is fully integrated with your personal calendar. It's also imperative that all members of your team can see both. What good is putting your kid's 4p soccer game on the calendar if your scheduler doesn't know about it?

You should take the time, too, to check to make sure both calendars are updating properly and that meetings and appointments from each are populating on the other. Doing this at least once a week will cut down on having to reschedule double-booked appointments.

Finally, meetings should be confirmed.

Taking a couple of hours on a Friday to call and confirm your meetings for the following week will have a dramatic effect on your calendar. It's one more safety net to make sure that everyone is prepared and ready to talk business.

Maintaining calendar integrity can be time-consuming. If you need help making sure that all members of your team are on the same page, consider calling Executive Scheduling Associates to see how we can make your calendar work for you, versus the other way around.

Tell us about a time when your calendars weren't playing nicely together.

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