How to schedule a meeting with a large group

Past about a dozen people, there usually isn't a time that suits everyone. Here's how to pick one that works for enough people, and plan for the rest.

Why large groups are different

With five people, there is usually a time that suits everyone. With thirty, there usually isn't. Every extra person shrinks the set of times that work, and the more people you ask, the slower the answers come in. The goal changes from "a time for everyone" to "a time that works for enough people, including the ones who have to be there."

Seven steps for a large group

1. Decide what "enough" means. Pick a rule before you ask: the three people who must attend plus at least two thirds of the rest, or a quorum if your group has one. Without a rule, every missing name feels like a reason to keep waiting.
2. Check the must-attend few first. Message the handful of people the meeting can't happen without and find out when they're free. Then build your options around them.
3. Shrink the list or split the session. Ask team leads or representatives instead of everyone, or plan two sessions with the same agenda so that no single time has to fit the whole group.
4. Offer three to five spread-out options. Mix a weekday evening, a weekday daytime slot and a weekend slot. A large group is busy in different ways, and a spread shows you which kind of time fits most people.
5. Collect answers in one place. Share one poll link instead of collecting replies in email or chat. Each person taps when they're free and you get one tally. Check the size limits below before you send it to a very large list.
6. Set a deadline and send one reminder. Large groups answer slowly. Say when you'll decide, send one reminder to the people you still need, and go with the best option you have on that date.
7. Send the invite and share what was missed. Put the time on everyone's calendar, then give the people who can't attend a way to catch up, such as notes, a recording or a second session.

When a poll isn't the right tool

If attendance is required or the meeting is an announcement, don't poll. Pick a time, tell people early and send the invite. Asking a large group to vote on something that isn't really optional creates a long wait for no benefit. Our guide on when to poll and when to just pick a time has a quick way to decide.

Doing it with Commonhour

Create a plan with your three to five options and share the link. People open it in their browser and tap the times they're free, with no account and no app. The plan ranks every option with the best time on top and shows who's missing from each, so you can see at a glance whether your must-attend people can make it. Without an account a plan takes up to 12 responses; sign in with a free account to go past it. A free Planner account takes up to 20 responses, and Organizer (coming soon) takes up to 100. For a larger group, poll a planning group or one lead from each team. The calendar invite is free, with everyone who's free already added as a guest.

Large group scheduling questions

More questions? See the full Commonhour FAQ.

More guides

• How to find a time that works for everyone
• How to get people to respond to a scheduling poll
• Scheduling poll or just pick a time? How to decide
• Scheduling volunteer meetings and workdays

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