How to Propose New Time in Google Calendar

Introduction

Google Calendar is a great way to keep track of everything going on in your busy life. It happens all of the time where someone sends you a calendar invite that either won’t work for you immediately, or that you initially accept and need to change later on because circumstances have changed. Thankfully, Google Calendar makes it easy propose a new meeting time in both of these situations. I’ll cover how to propose a new time using Google Calendar in both scenarios in this article. Examples of all instructions in the steps can be seen in the YouTube video below.

Steps to Propose New Time in Google Calendar in Gmail

1. Tap to open the meeting invitation in Gmail to view the details of that meeting invite.
2. Click “More Options” in the invite details to open a menu. Click “Propose a New Time” in the list of options. You’ll be taken to the Propose a New Time screen in Google Calendar.
3. Click to highlight the date and time you want to move the meeting out to. In this example, I’ll move the meeting out from 8:30 to 9 AM to between 1 and 2 PM. You can also choose to add a message to send to the person you’re proposing the new meeting time to from your Google Calendar. Click “Send Proposal” to send your request to change the meeting time to the meeting organizer. Additionally, the next time you open the details of this meeting you’ll see the note you sent to the requester, with two indicators that you’ve proposed a new meeting time. The meeting organizer will receive an email with your note and your proposal to move the meeting time. If the meeting organizer accepts your request to change the time, they will need to update and re-send their meeting invite.

Steps to Propose New Time in Google Calendar After Accepting Invite

1. Launch the Google Calendar app on your iPhone, iPad or Android device, or navigate to Calendar.Google.com on a Web browser. You’ll land on your Google Calendar home screen.
2. Locate the meeting you want to propose a new time for, and then click to open the details of that meeting in a dialog box.
3. Click the upward-pointing arrow along the bottom of the screen next to the Yes, No or Maybe options for whether you’re going to the meeting. Options to suggest a new meeting time or add a note to this meeting invite appear.
4. Click “Propose a New Time.” The Propose a New Time screen is displayed.
5. Click to highlight the date and time you want to move the meeting out to. In this example, I’ll move the meeting out from 8:30 to 9 AM to between 1 and 2 PM. You can also choose to add a message to send to the person you’re proposing the new meeting time to from your Google Calendar. Click “Send Proposal” to send your request to change the meeting time to the meeting organizer. Additionally, the next time you open the details of this meeting you’ll see the note you sent to the requester, with two indicators that you’ve proposed a new meeting time. The meeting organizer will receive an email with your note and your proposal to move the meeting time. If the meeting organizer accepts your request to change the time, they will need to update and re-send their meeting invite.

5 Reasons to Propose New Time in Google Calendar

1. Scheduling Conflicts

Often, the primary reason to propose a new meeting time in Google Calendar is due to scheduling conflicts. Participants may have prior commitments that overlap with the original meeting time. This can include other meetings, personal appointments, or unforeseen obligations. By suggesting an alternative time, the organizer aims to accommodate everyone’s availability. It’s essential to ensure maximum participation, especially if the meeting involves key decision-making or team collaboration. Rescheduling can help avoid partial attendance, which might otherwise lead to miscommunication or the need for redundant follow-up meetings. Quick resolution of timing issues also demonstrates respect for everyone’s time and commitments.

2. Time Zone Considerations

When teams are spread across different time zones, finding a suitable meeting time for all participants can be challenging. The original proposed time in Google Calendar might be during early morning hours or late at night for some participants. Proposing a new time is necessary to ensure that all attendees are able to participate during their waking hours and are mentally alert. This consideration is crucial for maintaining high levels of engagement and productivity during the meeting. Furthermore, fair scheduling practices can improve team morale and demonstrate an inclusive company culture that values the well-being of its employees.

3. Unexpected Availability Changes

Circumstances can change rapidly, leading to unexpected availability issues. For instance, a key attendee might suddenly become unavailable due to a personal emergency or a critical business task. In such cases, proposing a new time for the meeting in Google Calendar ensures that important stakeholders can attend. This adaptability is particularly important in dynamic business environments where decisions need input from specific individuals. Adjusting meeting times to suit such changes can help maintain the momentum of project timelines and ensure informed decision-making processes.

4. Technical Issues

Sometimes, technical difficulties can necessitate the rescheduling of a meeting. If there are anticipated problems with video conferencing tools or network issues at the time of the meeting, it might be prudent to propose a new time. This proactive approach prevents time wastage and frustration that could arise from attempting to meet during a technical malfunction. Ensuring a stable and reliable technological setup before the meeting can lead to a smoother, more productive session, thereby optimizing the effectiveness of the communication and collaboration efforts.

5. Optimal Timing for Agenda Items

Occasionally, the nature of the meeting agenda itself might call for a rescheduling. If the meeting’s agenda involves critical decision-making, creative brainstorming, or sensitive discussions, finding a time when all participants are most likely to be attentive and contribute effectively is crucial. For example, scheduling these types of meetings early in the day can capitalize on higher energy levels. Conversely, if participants need time to prepare or gather specific information, proposing a later time may be more appropriate. This strategic scheduling ensures that all participants are fully prepared and able to contribute meaningfully to the discussions.