How to find a date that works for everyone

Organising anything with more than three people tends to go the same way. Someone suggests a date, two people can't make it, a new date gets suggested, one person replies to the old message, and the thread goes quiet for four days.

Here's a better way, whether it's a dinner, a team meeting or a weekend away.

1. Offer a handful of options

Three to eight options is the sweet spot. Too few and you might miss the one evening everyone happens to be free. Too many and people get tired halfway through and stop answering carefully.

If you're not sure, mix it up: a couple of weekday evenings, a weekend afternoon and a backup the following week. You can always add more times later.

2. Include a “maybe”

Real life isn't yes or no. Letting people say “maybe” means you hear about the evening someone could make if they moved a few things around, and that's often the one that works for everyone.

3. Send one link, where people already are

Don't make people go looking for it. Put the link wherever the group already talks, whether that's WhatsApp, a team channel or an email. Nobody needs an account to answer, so there's nothing between them and replying.

4. Give a gentle deadline

“I'll book it on Friday” works wonders. Most people answer within a day when they know there's a cut-off, and it gives you a natural moment to nudge anyone who hasn't.

5. Lock it in and tell everyone

Pick the time with the most yeses and lock it in. Everyone who left their email gets a note with the details and a calendar invite, and anyone who opens the link sees the final date straight away.

That's it. No scrolling back through fifty messages to work out who said what. Try it with your next plan.