How to find a date that works for everyone (without 50 group messages)
"When is everyone free?" is one of the questions that produces the most messages and the fewest answers. The reason is simple: everyone replies at a different time, and nobody sees the whole picture. A proper poll fixes it.
Why a chain of messages does not work
- Answers get buried between other messages.
- People say "I'm flexible" and do not decide.
- Whoever replied first changes their mind after seeing the others.
- Someone has to count the answers by hand.
Six steps to a date
- Narrow it down. Pick only 3 to 5 realistic dates. Too many options make voting harder.
- Include the time with every option, so nobody has to ask.
- Set a deadline for voting, for example two days. Without one, the poll stays open forever.
- Ask everyone to vote, even if they are flexible. Voting for every date that works lets you see where the overlap is.
- Decide. When the deadline passes, pick the date the most people can make and announce it. No date is perfect for everyone.
- Lock it in, and move on to RSVPs and planning.
What to put in the poll
- Date and time
- Place, if it is not settled
- Type of event, when there are several ideas
Common problems
- You sent a poll and nobody answered. Send a short personal nudge instead of another group reminder.
- A tie. Offer the group a choice between the top two, or decide yourself. The organizer is also the one who decides.
- Someone joined after the poll. Tell them the date, but do not reopen the decision.
How to do it in practice
You can run a poll anywhere: a group chat, a form or an app. In PlanOra you can create a date poll (and a location poll) inside the event page, send the link to your guests and see the results in one place. Once the date is set, move on to collecting RSVPs and dividing up tasks.
Planning an event?
PlanOra puts tasks, polls, chat, a photo gallery, expenses and invitations with RSVPs in one place. Free.
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