How to Find a Meeting Time That Works for Everyone

Stop the endless email back-and-forth. Use a scheduling poll to find the perfect meeting time in minutes.

The Meeting Scheduling Problem

We've all been there: you need to schedule a meeting with 5 people, so you send an email asking "When works for everyone?" What follows is a flood of reply-all messages, conflicting availability, and someone who responds three days later after you've already picked a time.

Traditional approaches fail because:

  • Email chains become impossible to track with multiple participants
  • Group chats bury availability info in unrelated messages
  • Calendar sharing requires everyone to use the same platform
  • One-on-one coordination doesn't scale beyond 2-3 people

The Solution: Scheduling Polls

A scheduling poll (sometimes called a Doodle-style poll) flips the script. Instead of asking an open-ended question, you propose specific time slots and let everyone indicate their availability. Within hours, you can see exactly which times work for the most people.

Why this works better:
  • Everyone responds independently (no reply-all chaos)
  • Visual grid shows availability at a glance
  • No accounts or signups required for participants
  • Works across time zones automatically

Step-by-Step: Schedule Your Meeting

1
Create a Schedule Poll

Go to Create Poll and select "Schedule Poll" as your poll type. Give it a clear title like "Q1 Planning Meeting" or "Team Lunch Next Week".

2
Add Your Time Options

Use the date/time picker to add 3-5 potential meeting times. You can add specific times (e.g., "Tuesday 2pm"), full days, or date ranges.

3
Share the Link

Copy your poll link and send it via email, Slack, Teams, or any messaging app. No special software needed for participants.

4
Collect Responses

Participants mark each time as Yes, No, or Maybe. They enter their name so you know who responded. No account required.

5
Pick the Winner

View the results grid to see which time has the most availability. Close the poll and finalize your meeting time.

Tips for Better Response Rates

Set a Deadline

Use the expiration feature to create urgency. "Please respond by Friday" gets faster replies than open-ended requests.

Limit Options

Offer 3-5 time slots. Too many options cause decision fatigue and lower response rates.

Add Context

Use the description field to explain the meeting purpose and expected duration so people can plan accordingly.

Send Reminders

If responses are slow, send a quick follow-up. People are busy and sometimes need a gentle nudge.

After the Poll: Calendar Invites

Once you've finalized the meeting time, PollThem makes it easy to get the event on everyone's calendar:

  1. Close your poll and select the winning time slot
  2. The Results page will show a "Download Calendar File" button
  3. Share the ICS file with participants or import it to your calendar app
  4. The event includes the poll title, description, and correct time zone
Pro tip: Import the ICS file to Google Calendar or Outlook, then forward the invite to all participants for a seamless experience.

Common Use Cases

  • Team meetings - Weekly syncs, project kickoffs, retrospectives
  • Client calls - Find times across different organizations
  • Interview scheduling - Coordinate with multiple interviewers
  • Social events - Dinner plans, game nights, reunions
  • Committee meetings - Board meetings, club gatherings
Create a Scheduling Poll
Quick Links
Create a Poll Schedule Poll Details Meeting Templates Back to Help Center
Time Zones

Scheduling across time zones? PollThem automatically converts times for each participant based on their location.

No Signup Required

Unlike other scheduling tools, neither you nor your participants need to create an account to use PollThem.

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