Before you go to fix an appointment with someone, you must keep in mind the key elements of an Appointment Schedule. Schedule sheet must contain all details about the meeting date, time, venue, and subject, along with the client name for whom you are setting the appointment. For more tips, check the tips described below:
Check Forecast Summary:
Forecasting summary is the first and the most important point in Appointment Schedule. Forecast summary gives a fair idea about the appointments scheduling. It includes monthly or weakly analysis of previous appointments. In forecast summary all the tight and loose scheduled days are highlighted. In many organizations it is mandatory to check forecast before giving any appointment. Suppose, an appointment is scheduled without checking forecast and unfortunately there is no adjustability of that appointment in the upcoming weeks. In that case client must have to return without any effective meeting.
Set Time for Specific Work:
Your Appointment Schedule must include the time lag for extra activities such as lunch break and tea time. You have to specify the time for specific work and should not give any appointment to the client in that time span. Giving an appointment in a lunch break will obviously turn out to be totally waste as there will be no one to welcome client. You can simply make a timetable of your organization to be clear regarding this area. Try to schedule according to that timetable.
Here is preview of this Appointments Schedule Template created using MS Excel,
Don’t Schedule At Non-Working Time:
Your Appointment Schedule must be in working days. Giving a non-working day appointment will definitely cause inconvenience to the client. Always check for holiday and leave before giving an appointment. If a wrong appointment goes to client, cancel it or shift it before the due date. Also, schedule your appointment within the working time only. Scheduling after the end of shift or before the beginning of shift is also a waste of time. So, try to adhere to your working schedules as it matters a lot.
Try to avoid overbooking at any cost. In case of overbooking in Appointment Schedule, all your time management will be messed up and you will have to face serious inconvenience. Suppose you have overbooked a particular day, on that day you will have to deal more number of clients as compared to any normal day. Dealing more clients than your actual capacity will reduce the standard of your service for sure. So, try not overbooking. In case of extremely requested appointment, try to fix it as soon as possible but never overbook.
Schedule by Taking Margin:
Always set schedules by taking a proper margin. If you want to manage your Appointment Schedule perfectly, then your work techniques should be very smart. So, giving a proper margin between Appointment Schedules gives you a plus point over messing up. Suppose, you have given appointments for upcoming months in advance then in that particular month you will not be giving any appointment to any client, and after so much of waiting client will be no longer with you. So, it is suggested to schedule monthly and never schedule your upcoming month 100%. Try to fix appointments of your next month around 30 – 40% so that you have sufficient margin for the very next month.
You should try to schedule your appointments almost every day. Any gap in scheduling will lead to a bulk of pending schedules. Pending schedule means that client is waiting for your response but you are not replying which brings a bad market reputation. So, always clear pending appointments first. If you don’t have free schedule, then you can delete appointment or tell client when you are going to free, but replying them is necessarily required.
Here is download link for this Appointments Schedule Template,