Strategies for Calendar Invites
Getting a meeting booked is just the start—what matters is making it easy, exciting, and hard for them to back out.
Here's how to set the stage for a meeting they'll want to show up for.
Keep It Close
Offer times within the next three business days. People lose interest fast, so keep the momentum going while their enthusiasm is still fresh. The closer the meeting, the fewer chances for them to forget or rethink.
Use Micro-Commitments
Small steps build big buy-in. The key is to make the process feel effortless while tying it to their goals. Here's how:
- Take the Effort Off Them: Don't just drop a calendar link. Propose specific, easy options: "Would Tuesday at 11 AM or Wednesday at 2 PM work for you?" They just pick and you book it in.
- Make It Feel Casual: Frame the meeting as a low-pressure, easy step: "a 15-minute brainstorm" or "a quick strategy session".
- Reinforce Their Why: Tie the meeting to a result they care about: "This quick chat will help us map out how to [specific outcome]."
- Create Emotional Commitment: Speak as though the next step is already in motion: "I've looped in the team and we've already started tweaking ideas that worked for another client similar to you. Excited to share this with you. Any questions or requests before we meet?"
Boost Attendance Rates
- Time It Right: Send reminders at key moments—24 hours and 1 hour before—to stay top of mind.
"Hey [Name], just a quick reminder about our chat tomorrow at [time]! Can't wait to dive into what's working right now to tackle [their challenge]. Here's the link: [insert link]. See you then!"
- Pull Emotional Triggers Show the effort and value already in motion, and hint at their potential success.
"Hey [Name], I've been digging into your situation and pulled together insights from similar clients who nailed [desired result]. Based on what we've prepped, I think you'll see results even faster. Excited to share tomorrow!"
- Make It Easy to Commit Remove barriers by making everything straightforward and clear.
"We'll meet via [link]. It's just 20 minutes to dive into [specific result]. Let me know if there's anything you want me to cover before we meet."
- Build Anticipation Tease what's coming to get them excited about the possibilities.
"Before we meet, here's a quick win from another client in a similar spot. Thought it might spark some ideas for our chat tomorrow: [link]. Looking forward to seeing what's possible for you!"
These strategies not only remind them but also make the meeting feel valuable and too good to miss.
Example Follow-Up Message to Boost Attendance
Subject: Excited for tomorrow
Body:
"Hey [Name],
Looking forward to our chat tomorrow at [time]!
I’ve looped in the team, and we’ve been working on ideas to help with [their challenge].
Here’s the link: [insert link]. Let me know if there’s anything you’d like to add before we meet.
See you then!"
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This approach doesn't just remind—it builds excitement, reinforces the value, and creates a sense of momentum they won't want to lose.