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This all sounds more complicated than it is, however. Here’s how easy and fluidly this process can go:

1.       After a conversation with your client, you email them confirmation of your plans. In that email, you ask them to confirm.

2.       Your client responds to your email that they received your confirmation, and they are expecting you.

3.       As a courtesy, you should email them back that you will be there.

4.       The day before, you pick up the phone and verbally confirm with your client. “But what if I can’t get a hold of them?” That’s where the first two critical steps come into play, if you have done them faithfully. The courtesy confirmation call is just extra insurance.

That’s it! Takes all of 3 minutes on both your parts, and the deal is solid. Now isn’t that worth peace of mind? And it avoids so much hassle, frustration, tension, and stress in the event of a miscommunication.

#5. Agreement for what happens when a glitch occurs

If and when, despite best efforts, a glitch does occur, it’s best to have a pre-agreement with your contracted help as to how to handle it. In my own experience, I never had any of this in place, and I paid for it dearly over the years. There is a reason for written contracts and clearly-spelled out agreements.

Legally, you don’t have to have a contract to hire someone (although it’s a very good idea!), but if you don’t, at minimum have a written policy that both parties agree to. Even if it’s just an email exchange, at least you’ll have something to go on in the case of a mishap.

I will share one of my trade secrets with you. My policy with my clients states, “Without verbal and/or email confirmation, no course shall be considered booked or cancelled, and billing will proceed on the basis of the original agreement.”

This protects me, and it also puts my clients on notice that they have to deal fairly and up-front with me. Any client unwilling to abide by such a simple mutual rule is not worth your time—really!

In the end, good scheduling is really about good communication.If you remember nothing else from this article, just remember, “Confirmation is Key.”

In an upcoming article I will be discussing the elements of good communication, so look for it. Until next time, we’ll solve our problems Bit by Bit.