Group meetings: necessary, but often a nightmare to schedule—especially for B2B teams dealing with packed calendars, clients in different time zones, and colleagues who never respond to calendar invites. If you've ever wasted half a day chasing people for their "availability," you're not alone.
There are lots of scheduling tools out there, but let's focus on one that actually does what it says: Doodle. It's simple, widely used, and doesn't require everyone to jump through hoops just to say when they're free. This guide cuts through the fluff and shows you how to use Doodle to set up group meetings quickly—without turning scheduling into another full-time job.
Why Doodle Works (and Where It Doesn’t)
Doodle is basically a shared poll for availability. You suggest times, people check their boxes, and you pick the slot with the most “yes” votes. It’s not magic—it won’t fix someone who never replies, and it can’t read people’s calendars for them unless they connect accounts—but it usually beats endless email chains.
What makes Doodle useful for B2B teams: - No sign-up needed for participants (unless you want advanced features) - Works across companies—great for client and partner meetings - Handles time zones (mostly, but double-check) - Lets you see everyone’s picks at a glance
Where it falls short: - If people ignore the Doodle link, it’s no better than email - Not a full calendar system—doesn’t auto-block time unless you pay and integrate - Voting can get messy with more than 10-15 people (too many options)
If you’re looking for a way to get a dozen busy people in a virtual room without drama, Doodle’s a solid choice. Just don’t expect it to force your VP of Sales to actually respond.
Step 1: Get Clear on Who Really Needs to Be There
Before you even open Doodle, figure out who actually needs to join this meeting. The more people, the harder it is to find a slot.
- Ask yourself: Is this a decision-making meeting, an FYI session, or something else?
- Trim the list: Only include people whose presence is essential. Everyone else can get an email summary.
- Pro tip: Fewer invitees = faster scheduling. Don’t be afraid to push back on the “let’s invite everyone” reflex.
Step 2: Pick a Few Good Time Options (Not Every Hour of the Week)
Doodle works best when you suggest a handful of realistic times—not your entire calendar.
- Check internal calendars first: If your team uses shared calendars (Google, Outlook), peek at those before proposing times.
- Time zones matter: Doodle can help with this, but it’s not foolproof. If you’re scheduling across continents, tools like World Time Buddy are your friend. Try to avoid suggesting times that force someone to join at 6am or 10pm.
- Limit your options: 3–5 good choices is enough. More options = more confusion.
What to ignore: Don’t try to please everyone. Prioritize the key decision-makers’ availability, then offer a range that works for most.
Step 3: Create Your Doodle Poll
Here’s how to set up a Doodle poll without overcomplicating things:
- Go to Doodle: Head to Doodle’s site and hit “Create a Doodle.”
- Title your poll: Make it clear what the meeting is about (“Q2 Project Kickoff with Acme Corp” beats “Meeting”).
- Add time options: Plug in your 3–5 best slots. Double-check the time zone setting—Doodle tries to detect it, but don’t trust it blindly.
- Settings to tweak:
- Limit participants to one vote per option: Prevents vote-stuffing.
- Make poll hidden (optional): If you don’t want people to see each other’s choices, but usually transparency helps nudge stragglers.
- Add a note: Briefly remind people what this meeting is for and when you’ll close the poll.
Pro tip: Use the “If Need Be” option for times that are possible but not ideal—this helps everyone see which slots are backup plans.
Step 4: Share the Link (and Actually Get Responses)
You’ve made your poll. Now you need people to actually fill it out. Here’s how to get better response rates:
- Send a short, direct email: “Hi all, please pick your available times by Thursday. Here’s the link: [Doodle link].”
- Set a deadline: Give people 1–2 days to respond. Be clear you’ll pick a time based on whoever replies by then.
- Remind people once (and only once): One nudge, then move forward. Don’t nag endlessly.
- If it’s urgent: Nudge key people directly via chat or Slack.
What to ignore: Don’t post in ten channels or CC everyone’s boss. Peer pressure works, but public shaming is overkill.
Step 5: Close the Poll and Confirm the Meeting
Once your deadline hits, check the poll and pick the time with the most “yes” votes (ideally, full attendance from your core group).
- Don’t overthink it: Perfect attendance is rare. If key folks are available, lock it in.
- Close the poll: Doodle lets you officially close and announce the chosen slot.
- Send a calendar invite: Don’t just rely on Doodle’s notifications. Put it on everyone’s calendar yourself, with a clear agenda in the invite.
Pro tip: Include the Doodle summary in your invite (“Here’s who can make it and who can’t”) so everyone knows the deal.
Step 6: Keep It Moving—Handle No-Shows and Changes
Life happens. If someone flakes or the meeting time needs to change:
- Don’t make a new poll unless you have to: Try to reschedule directly with the core attendees.
- If a key person can’t make it, decide if you really need to move or if someone else can fill in.
- Document decisions: That way, people who missed it aren’t lost.
What to ignore: Don’t restart the whole Doodle process every time there’s a change. Sometimes a quick group chat is faster.
Quick Tips for B2B Teams Using Doodle
- Doodle isn’t a silver bullet. It won’t fix a team that ignores all tools. But it does streamline the “when are you free?” mess.
- Integrate if it helps. Paid Doodle plans offer calendar integration and automated reminders. Worth it if you do this a lot, but don’t expect miracles.
- For recurring meetings, don’t use Doodle every time. Set a regular slot and only Doodle if you really need to move it.
- Clients and partners appreciate simplicity. Doodle works because most people can figure it out in under a minute.
Wrapping Up
Group scheduling will always have a little chaos, but it doesn’t have to suck up your week. Doodle’s not perfect, but for most B2B teams, it cuts down on the back-and-forth. Start small: keep your invite list tight, your options focused, and your poll simple. If you find yourself making Doodle polls for every little thing, step back—sometimes a quick call or message is all you need.
Scheduling doesn’t have to be fancy. It just has to work. Try it, tweak as you go, and don’t let perfect be the enemy of done.