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6 min read

Digital Calendar Etiquette: When Sharing a Booking Link is the Wrong Move

You need only to take a look at social media groups and channels to quickly discover that the sharing of a meeting or calendar link is a hotly contested topic. While no longer a novelty in and of itself, the way we send or receive calendar or scheduling links is a divisive topic, and something that people have strong feelings about either way. 

Some say that sending others a link to your digital calendar is more often than not perceived as a slight, while others relish the autonomy of being able to designate times that suit them, regardless of whose calendar it is.

As with most things pertaining to etiquette or manners, things are not clear cut as to what is definitely the right or wrong way of doing things. Etiquette and professional behavior is an intrinsically subjective thing and can differ vastly from person to person, and that’s without taking geographic location or cultural differences into consideration. 

Nonetheless, people can develop intensely passionate feelings about the way subjects are broached and requests are made. Hence, there is a need to distinguish some key areas around professional conduct that could use emphasis and bolstering and others which require a bit of mitigation in order to save face and keep reputations intact. 

Read on to see when a booking link might not be the best course of action, and when you’re good to go. 

When sharing a booking or scheduling link is the wrong move

Sending a booking link or calendar link can be the wrong move in a variety of situations, and doing so usually depends on the context and relationship between the sender and the recipient. Here are some of those scenarios where it might not be appropriate or effective to send such links:

Inappropriate timing when sharing a booking page or calendar link

If you send a booking or calendar link without considering the recipient's availability or schedule, it could come across as inconsiderate or pushy. Always ensure that the timing is suitable and respectful of their time.

Lack of context when sharing a booking page or calendar link

If the recipient is not familiar with the purpose of the link or the nature of the appointment, sending a booking link without providing context might confuse or frustrate them.

Formal or complex arrangements of meetings

For complex appointments or situations that require detailed planning and discussion, it might be better to have a direct conversation before sending a booking link. This is especially true for business meetings, negotiations, or events that require customization.

Sharing calendar link in personal relationships

In certain personal relationships, sending a booking link might feel impersonal or distant. If you're trying to connect on a more personal level, it's often better to communicate directly and discuss plans before sending a formal link.

Cultural sensitivity when sending or sharing a booking page or calendar link

In some cultures or contexts, using automated booking links might be considered inappropriate or way too forward. It's important to consider these types of cultural norms and practices before sending such links, and gauging your recipient’s disposition to digital intervention in professional communications.

Sensitive conversations when sending booking page or calendar link

If the nature of the appointment involves sensitive or confidential information, it's better to have a direct conversation before confirming any arrangements through a link.

Preference for direct communication rather than booking pages or links

Some individuals prefer more direct forms of communication and might appreciate a phone call or personalized message instead of an automated link. Perhaps these initial steps can open up the possibility of digital calendars and communication down the line.

Unsolicited requests when sending booking page or calendar link

If you haven't established a prior relationship or connection with the recipient, sending a booking link might be perceived as spam or unsolicited, leading to a negative reaction. No one wants to receive a calendar without context, so try to create some kind of connection before shooting them into the unknown. 

Technical issues when sending booking page or calendar link

There's always a possibility of technical glitches or errors with booking or calendar systems. If the recipient encounters issues with the link, it could lead to frustration.

Misalignment of expectations when sending booking page or calendar link

If the recipient has different expectations about the purpose or nature of the appointment, sending a booking link without clarification might result in confusion or disappointment.

In general, it's often essential to consider the recipient's preferences, the nature of the appointment you’re scheduling, the context of your relationship with them, and cultural considerations before sending a booking or calendar link. When in doubt, it's often a better idea to have a direct conversation first to ensure clear communication and mutual understanding.

Other scenarios where a booking or scheduling link can be perceived as rude

Here are some other potential situations that hopefully serve to illustrate that a booking or calendar link is not always the best solution to all of your scheduling problems. 

  • Scheduling time with friends for social events or catch-ups
  • Booking a call with your mother 
  • Trying to get your boss to meet with you at strange times 
  • Sending potential employers your calendar 
  • Date night via scheduling link 

Tips for sending your booking calendar or meeting links

When sending a booking link or digital calendar, it's very crucial to ensure your message and tone is neither perceived as rude nor as a power play. Begin by providing context in your message, briefly explaining the purpose of the appointment you intend to have and why it's relevant to the recipient in the first place. Maintaining a polite and courteous tone is essential throughout the message. Address your recipient by name and use conversational language with a professional tone to create a personal touch.

Express your flexibility and willingness to accommodate the recipient's schedule and make the meeting work. Make it clear that you're open to rescheduling or making adjustments if the proposed time doesn't work for them or that you’re happy to find an appropriate slot on their digital calendar. Emphasize your understanding of their time constraints if they have a busy schedule.

Keep your message on the concise side and to the point, avoiding unnecessary or superfluous details or explanations. Offer your contact information in case the recipient has questions or prefers more direct communications so that they can discuss the appointment further. Highlight the mutual benefits of the meeting if applicable, showcasing how it will be advantageous for both parties and what some intended results or outcomes could be if the meeting were to take place.

Always respect the recipient's decisions and preferences. If they suggest changes or decline the proposed time, avoid incessantly pushing back or insisting on your preferred time. Send a polite follow-up if there's no response to ensure they received the booking link and to reiterate your flexibility. When dealing with different time zones, be considerate of the recipient's local time and make use of scheduling tools that can help to define appropriate times across the globe.

Lastly, remember not to overuse automated booking links, especially in relationships of significant importance. Use them judiciously and be open to other methods of communication when needed. 

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