Show Notes

Managing your time effectively is one of the most important skills in business, especially when you're juggling client calls, networking, and strategy sessions. If you've ever found yourself overwhelmed by random DMs, last-minute requests, or non-stop back-and-forth scheduling, this episode is for you!

Today, we’ll cover:
✅ Why you need different types of calendars
✅ The difference between free and paid appointments
✅ How to avoid "brain-picking" calls
✅ Must-have calendar tools to streamline your business

So, grab your favorite beverage, get comfortable, and let’s talk about how to take control of your calendar once and for all!

Why You Need Different Calendars In Your Business

Have you ever had a potential client reach out and say, "Hey, can you give me a call?"—but they didn’t actually book an appointment?

If you don’t have a system in place, this can quickly lead to:
Random calls at inconvenient times
Clients expecting immediate access to you
Unorganized scheduling chaos

If you don’t have a scheduling system, you might find yourself answering DMs at all hours or playing the exhausting ‘when are you available?’ email game. And let’s be real, we do not want clients having access to us at all times!

Having different types of calendars helps you set boundaries, structure your time, and ensure your business runs smoothly. Whether you're a coach, consultant, or service provider, you need dedicated appointment types that match the way you work.

Types Of Appointments And How To Structure Them

Now, let’s break down the types of calls you should have on your calendar: free and paid.

Discovery Calls (Free)

One of the most important tools in your business is the discovery call—also known as a free consultation. But let’s be clear: the goal of a discovery call is to make a sale, not to give away free coaching. This is your opportunity to understand what problem the potential client is facing and determine if your solution is the right fit. It’s not a full-blown strategy session, and it shouldn’t turn into one. Instead, your role is to listen, ask the right questions, and assess whether you can truly help them. A well-structured discovery call is typically 20 to 30 minutes long, and during that time, the caller should be doing most of the talking.

To make the most of your discovery calls, focus on building rapport early—but don’t get sidetracked. Find out what the client wants to accomplish and, more importantly, why they want to accomplish it. Ask about the barriers that have prevented them from achieving their goals in the past—this insight helps you position your offer as the right solution. If you can help them, confidently share how. If not, don’t be afraid to say so. Not every prospect is the right fit, and that’s okay. The key takeaway? Discovery calls should be a strategic part of your sales process, not an open invitation for free advice.

Using a vanity URL—such as TalkWith[YourName].com for your calendar funnel can make it even easier for people to book. You can also use a Pretty Link or URL redirect.

Networking Calls (Free)

Networking calls can be a great way to build relationships in your industry, but you need to approach them with the right mindset. Unlike discovery calls, which are designed to lead to a sale, networking calls are about mutual value and connection. Both parties should be sharing—not just one person asking all the questions. That said, be mindful of people disguising sales calls as networking opportunities, especially on platforms like LinkedIn. If someone spends the entire call probing you about your challenges and business needs, they may be trying to turn the conversation into a discovery call without your consent. Protect your time by setting clear expectations upfront and keeping the conversation balanced. Remember, networking is about relationship-building, not an opportunity for someone to pitch to you without permission.

Client Calls (Paid)

Paid client calls are a powerful way to serve your audience while ensuring that your time and expertise are valued. If your business includes coaching or consulting, it’s essential to have a structured system for scheduling and managing these calls. There are two main types: paid client calls that are part of a program and individual paid sessions. If you offer a coaching program that includes one-on-one calls, make sure your clients can easily schedule their sessions through a dedicated calendar link. This eliminates unnecessary back-and-forth emails and keeps your schedule organized. Including the calendar link in your onboarding or welcome email helps set clear expectations from the start.

For individual paid sessions, these are perfect for people who aren’t ready for a full coaching program but still want your help. These calls typically last 60 minutes and can range from $97 to $500 or more, depending on the value you provide. Once a potential client has had a discovery call, any additional calls should be paid—no exceptions. If someone wants further guidance, strategy, or implementation, they should invest in that time. As you refine your offers and build your expertise, don’t be afraid to increase your pricing. If your paid sessions deliver significant results—whether that’s a marketing strategy, a financial plan, or a completed sales funnel—then they hold high value. The key is to ensure that your paid calls are structured, clearly priced, and easy to book, so you can maximize both impact and profitability.

How To Prevent “Pick Your Brain” Calls

Have you’ve ever had someone slide into your DMs with, "Hey, can I ask you a quick question?"—and before you know it, you’ve given away a full coaching session for free?

🚫 STOP giving away free coaching!

If the question has a quick answer and you feel comfortable sharing that answer, then by all means, do that. However, if you sense that it is expanding into something more and will take up more than 1-2 minutes of your time, invite then to schedule time on your calendar. Which calendar, a free or a paid one? Well, it depends.

One of my first business coaches, Larry Becham taught me this years ago and it has stuck with me. You can tell people what they need and why they need it for free, provided that it is not taking up a ton of your time. However, when the word “how” comes out of someone’s mouth, you should be getting paid.

The next time you receive a DM asking, ‘Can you show me how to _____?’ if the person is not in your membership or coaching program, let them know you’d be happy to help—either through one of your programs or a paid implementation call.

Remember, your time is valuable, and setting clear boundaries protects your business AND your peace of mind.

Setting Up Your Calendar for Maximum Efficiency

When it comes to managing your appointments efficiently, choosing the right scheduling technology can make all the difference. There are several options available, but the key is finding a system that integrates smoothly with your workflow. There are tools like Calendly, Acuity and others.

Of course my favorite is Digital Mastery CRM which is powered by High Level. It is a comprehensive, all-in-one solution, that allows you to create unlimited paid and free calendars, integrate them into sales funnels, and automate emails and text reminders—all within the same platform. Instead of juggling multiple tools, everything is centralized, making it easier to streamline your appointment scheduling while maintaining a professional client experience.

No matter which tool you choose, the goal is automation—ensuring your clients can book, receive confirmations, and get reminders without you manually handling every step. The more you automate, the more time you free up to focus on serving your clients and growing your business.

Pro Tip: I recommend that you conduct your calls on Zoom, so that you can record them and be able to refer back to them as needed. Just about everyone knows how to log into Zoom and neither party has to turn on their camera if they chose not to. I strongly recommend that you do not call potential clients from your personal phone, exposing your phone number. I have made this mistake a few times. If you want to initiate the call, I recommend that you call from a virtual number like a Google Voice number. In Digital Mastery CRM, you can actually call from a number set up in the system. I use a platform called DialPad (formerly UberConference). It give you a conference line number that each party can call into. You can record the call and it even provides an AI summary.

Pricing & Setting Boundaries

Let’s talk about setting your prices for your paid sessions. If you’re offering a high-value strategy session, don’t undervalue yourself! Here’s a basic pricing structure to consider:"

• One-Time Coaching Call (60 min) – Minimum $97 (think of this as ‘minimum wage’ for your expertise!).

• Implementation Calls (e.g., funnel-building, tech support) – $250-$500 based on complexity.

And here’s a pro tip—when you state your price, stop talking. Give them a moment to process. Resist the urge to immediately offer a discount or a payment plan. Let them decide!

Your Next Steps

So, what’s your next move? If you don’t have a structured scheduling system in place, it’s time to set one up! Choose a platform, create your calendar links, and make sure you’re protecting your time.

And if you’re looking for a powerful all-in-one solution that integrates scheduling, payments, email automation, and client management, check out Digital Mastery CRM, https://DigitalMasteryCRM.com. It’s designed to streamline your business so you can focus on what you do best. We provide onboarding support and office hours to help you get set up. I would love to help you set up your calendars.