1. Decide what "everyone" means
Before you look at dates, decide who is essential. A birthday dinner needs the birthday person. A project meeting needs the decision-maker. Everyone else is welcome but optional. Knowing this early stops you from chasing a perfect date that does not exist.
2. Offer a short list of real options
Three to six options get the best response. Fewer, and you may miss the one slot that works; more, and people get tired and answer carelessly. Only offer times you are genuinely willing to host — removing an option after people chose it costs trust.
3. Collect answers in one place
Chat threads and email chains scatter answers and bury the late ones. Use a single availability poll where each person marks every option. A "works" and an "if need be" answer is enough detail for almost any group.
4. Pick the winner with a clear rule
The fairest simple rule: choose the slot with the most "works" answers, and break ties with the most "if need be" answers. If an essential person cannot make the winner, take the best slot that includes them. Tell the group which rule you used so the choice feels fair.
5. Announce it once, clearly
Post the decision in the same place you sent the poll, with the date, time and place in one message. Mention who cannot make it, so they know they were considered. Then send calendar invites if your group uses them.
Tips
- ✅ Set a deadline for answers — "please reply by Thursday" doubles the speed.
- ✅ Do not wait for the last person forever; decide when the essential people have answered.
- ✅ Write the time zone in the title when people are spread across regions.
- ✅ For recurring meetings, choose once and keep the slot instead of polling every week.