Pro's Picks: Calendly

Donella Olson

Two Island Design Build

Minneapolis, Minn.

Calendly

I began using Calendly, a call scheduling app, about four years ago at a previous employer. There were three designers, and we were trying to figure out more efficient ways to get to that first phone call with a lead.

We found that sometimes a lead would disintegrate if there was too much back and forth trying to connect. Phone tag is an annoyance, a huge waste of time, and can be a turn-off to prospective clients. Calendly connects to your calendar, so leads, clients, and trade partners can schedule a call or a meeting depending on your availability and theirs without playing phone or email tag.

The contact form on my website is even through Calendly. It has my logo, calendar, lead intake form, and looks just like my branding. It also integrates with Hubspot and other CRM and workflow apps.

You can set up workflows directly through Calendly. The basic workflow I have set is a confirmation that you set your appointment, then reconfirmation 24 hours before that call so I know I won’t have no-shows. You can also set up automatic follow-ups and email campaigns. I use Calendly for everything from lead intake to scheduling design meetings, trade walkthroughs, preconstruction meetings, jobsite meetings, and even coffee with colleagues.

Not everybody loves Calendly, but I absolutely do. Some people are technology averse, and many folks working in the field just like to pick up the phone and call. Every time I send a bid request to my trade partners, I also include a link to schedule phone calls. It helps my partners get their questions answered before their bids are due and allows me to focus on my own deep work without phone interruptions. Those that are good with it schedule a call and say, “Wow, that was really cool. Tell me more about Calendly.”