How do I plan out my weekly meetings to avoid traffic?

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With the rise of self-service booking platforms, like Acuity, people are able to automate their weekly sales meeting bookings but often not in the most efficient way. You might have a full calendar with appointments zig-zagging across town and no travel minimisation strategies in place.

One strategy that we recommend to clients is to set up their scheduling / booking calendar page in a way that works best for your workflow. An example of a week’s availability could be:

  • Monday – partial availability for in-office appointments on booking calendar. Arrive in office for morning team meeting, then emails, then have afternoon as being open to having people book in-office appointments with 15-minute intervals between scheduling.
  • Tuesday – no availability on booking calendar. A member of your team can proactively go through your top client list (perhaps using a tool to view all your clients on a map) and book appointments that minimise travel time.
  • Wednesday – full availability for in-office appointments on booking calendar.
  • Thursday – no availability on booking calendar. A member of your team can proactively go through your top client list (perhaps using a tool to view all your clients on a map) and book appointments that minimise travel time.
  • Friday – partial availability for in-office appointments on booking calendar. Keep the afternoon free for team meetings and preparation for next week (perhaps tying activity to OKR benchmarks) and have the morning free for self-service bookings.

I’ll often add the option for self-service bookings of phone calls during in-office days or at intervals during an on-the-road day. Finally, by setting up your visibility settings well, you can show specific self-booking options to new clients, other booking options for existing clients and more generous booking options to VIP clients.

About the author

Rich Peterson

I've spent the last 10 years planning, mapping & reimagining the processes of hundreds of SMBs. Whether the goal is more money, more time, more clarity or more customer smiles, my insightful process is worth every minute for my successful clients.
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By Rich Peterson

About

For the past 10 years, we’ve worked with hundreds of clients and tens of thousands of students to help them get a clear picture of how to systemise their business. We’re not fans of spam, cheap mass-marketing tactics or automating your business to within an inch of it’s life. We are fans of a customer experience where humans deal with humans, skills are appreciated, personality is maintained and where clients get more value than they expected. We’re also fans of automating any process that doesn’t deliver client-facing value in a simple, easy-to-maintain way.

In a nutshell, we provide advice, implementation support & training to small to medium, service-based businesses to help them deliver a better customer experience & a more automated workflow. Everyone on the same page, moving in the same direction with a clear picture of who does what.
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