To improve the appointment making process in an office, start by choosing a software program or Web-based calendar to make recall, confirmation and reminders easier to access. Regularly update blocked-out days when the office is closed, including weekends, holidays or vacation days to prevent discrepancies.
Many calendars and software programs allow users to block specific hours of a work day creating customizable appointment times, such as 9 a.m. to 4:30 p.m. for offices that close at 5 p.m. Many also have the ability to create blocks of time on the calendar or software program, which is useful for offices that set an appointment length, such as 15 minutes or 30 minutes. For appointments that are expected to take longer than the predetermined length, use two or more blocks.
The person who schedules appointments needs to know what is happening during the appointment in order to book the appropriate day and time. For example, a customer who has a time limit or is expected elsewhere at a specific time can be scheduled accordingly and with time to spare in case the appointment runs late. Always give an appointment card or send an email to remind a customer of his specific time, day and office, if there are multiple locations. All customers scheduled for the following day should be either called or emailed to confirm their appointment times. Alert customers to any policies the office has for not showing up to an appointment.