How to schedule group projects without endless back-and-forth

When I think of group projects during college, the actual work wasn’t the hardest part. It was the scheduling. Trying to align five calendars was like solving a Rubik’s Cube… blindfolded.

One project in particular stands out: we spent more time in the group chat debating meeting times than actually discussing the presentation. After that, I realized something — getting organized wasn’t optional. It was the foundation of doing good work together.

Here’s what I learned about simplifying group scheduling so you can focus on the project, not the ping-pong messages.

1. Set the tone early (don’t wait for chaos)

As soon as the group is formed, someone (maybe you?) should take the lead in scheduling the first meeting. Don’t wait for the chaos to start — be proactive.

Start by writing a short welcome message in the group chat. Then offer three or four possible meeting times within the next few days. Let the group know: “Let’s lock this in by [date].” And share a scheduling link right away (we’ll get to that in a moment).

Taking initiative doesn’t make you bossy — it makes the project smoother for everyone.

2. Use scheduling software to eliminate the scheduling spiral

If you’ve ever asked “When works for everyone?” and gotten silence or conflicting answers, you already know why a group poll matters.

Here’s how I do it:

First, I drop four to six realistic time options into a group voting poll using Doodle. Then I share the link in the group chat. Everyone picks what works for them, and Doodle automatically finds the best time.

No unread messages. No vague “maybe Thursday?” replies. Just clarity, fast.

3. Don’t over-invite or overcomplicate

Not every meeting needs every person. If your first session is just for outlining ideas or assigning roles, sometimes two or three people are enough to get things moving.

What’s helped me: assigning rotating leads for different meetings, breaking into smaller working pairs, and setting asynchronous deadlines so that not everything needs to happen live.

Small, focused meetings often accomplish more than full-group calls that drag on with no clear direction.

4. Make every meeting count

Once the time is set, make sure everyone knows what the meeting is for. I started sending quick agendas before each session, and it made a big difference.

A typical agenda might include: a check-in on individual progress, reviewing a shared doc or outline, clarifying next steps, and setting a deadline before the next check-in.

Two minutes of prep makes the whole meeting more productive — and respectful of everyone’s time.

5. Confirm, calendar, repeat

Once the group agrees on a time, I send a calendar invite right away. I include the date, time (and double-check time zones), the link to the shared doc, a video call link, and a reminder 15 minutes before.

It makes the meeting feel official, not “tentative.” When it’s on their calendar, people are more likely to show up.

Scheduling doesn’t have to be the headache that derails your project. With the right tools (and a little initiative), group collaboration can actually feel… easy. Or at least, easier than it used to.

Got your own trick for coordinating group work? Share it with us on LinkedIn — we’re always learning from fellow planners.