Q01
Message
All templates
Meeting Availability & Scheduling Preferences Survey
Maps when employees are genuinely available and willing to meet, how their meeting time actually breaks down, and where scheduling friction eats into focus work. An AI follow-up interview digs into one specific recent meeting that went wrong and what would have fixed it. Built for ops, IT, and people teams auditing meeting culture.
Sample questions
A preview of what’s in the template. Every question is editable before you launch.
13 questions · ~7 min
Q02
Multiple ChoiceRequired
In a typical work week, how many meetings do you attend?
- Fewer than 5
- 5-10
- 11-20
- More than 20
Q03
MatrixRequired
For each time block below, how available are you for meetings on a typical workday?
6 rows × 4 columns
- Early morning (7-9am)
- Mid-morning (9-11am)
- Midday (11am-1pm)
- Early afternoon (1-3pm)
- Late afternoon (3-5pm)
- +1 more
Columns: Best time for me · Workable · Avoid if possible · Rarely/never available
Q04
Ranking
Rank the days of the work week from most to least preferred for scheduling meetings.
- Monday
- Tuesday
- Wednesday
- Thursday
- Friday
Drag to rank
Q05
Opinion ScaleRequired
Thinking about the last 30 days, how often could a meeting you attended have been replaced by an email or async message instead?
Scale: 1 – 5
Min:NeverMax:Almost always
Q06
Multiple Choice
What's your preferred default length for a typical meeting?
- 15 minutes
- 30 minutes
- 45 minutes
- 60 minutes
- No strong preference
Q07
Slider MatrixRequired
How important is each of the following when a meeting gets put on your calendar?
5 rows, one slider each
- At least 24 hours of advance notice
- A clear agenda shared beforehand
- Buffer time between back-to-back meetings
- Ability to decline without pushback
- Meeting starts and ends on time
Slider 0–10Min:Not important at allMax:Extremely important
Q08
Point AllocationRequired
Thinking of a typical 40-hour work week, allocate 100 points across how your meeting time actually breaks down.
- One-on-ones
- Team standups/status meetings
- Cross-team collaboration meetings
- External or client meetings
- Focus/deep work protected from meetings
Allocate 100 points
Q09
AI Interview
Ask the respondent to walk you through one specific meeting from the last couple of weeks that was scheduled at a bad time or felt like a poor use of their time. Get concrete: what was the meeting, why did the timing or format not work, and what would have made it better (different time, shorter length, async instead, more notice)? If they said meetings are rarely replaceable by email, probe what makes those meetings genuinely need live discussion instead.
Q10
Rating ScaleRequired
Overall, how satisfied are you with how meetings are scheduled at your organization today?
Range: 1 – 5
Min:Very dissatisfiedMax:Very satisfied
Q11
Multiple Choice
Which best describes your role level?
- Individual contributor
- People manager
- Senior manager or director
- Executive/VP and above
- Prefer not to say
Q12
Dropdown
Which department are you in? (Template note: replace with your organization's actual department list before launching.)
- Engineering
- Sales
- Marketing
- Operations
- Other
- Prefer not to say
Q13
Message
That's everything — thank you! Your answers will help shape better defaults for when and how meetings get scheduled here.
What’s included
AI follow-ups
Adaptive probes on open-ended answers that pull out detail a static form would miss.
Attention checks
Built-in safeguards against rushed answers and low-quality respondents.
AI-drafted copy
Wording, ordering, and branching written by the AI — tuned to your research goal.
Auto report
Themes, quotes, and a plain-English summary write themselves once responses come in.
How it compares
We reviewed the closest templates from other survey tools. Here’s what they do well — and where this template goes further.
Why this template
- Goes beyond a static availability grid: a matrix captures availability by time block, a ranking question surfaces day-of-week preferences, and a constant-sum question forces respondents to allocate their actual 40-hour week across meeting types.
- An AI follow-up interview asks each respondent to walk through one specific recent meeting that went wrong and what would have fixed it, producing qualitative detail that fixed-choice questions can't reach.
- An opinion scale on how often a recent meeting could have been an email, plus a slider matrix on what makes a meeting worth booking, quantify scheduling friction rather than just recording stated availability.
- Role-level and department breakdowns, a rating of overall scheduling satisfaction, and automated per-response quality scoring make the results easier for ops/IT/people teams to segment and trust straight into a report.
Jotform
Meeting Availability Survey Form TemplateA ready-to-field static form template for collecting employee meeting availability, built on Jotform's drag-and-drop form builder with broad integration options. It's oriented toward simple scheduling logistics rather than diagnosing meeting culture or friction. No mention of adaptive questioning or qualitative depth beyond fixed fields.
What it does well
- Easy to customize and embed via Jotform's widely-used form builder
- Likely integrates with calendars/apps and other Jotform workflow tools
- Fast to deploy for basic availability collection
Where it falls short
- Static field-based form with no adaptive follow-up questioning
- No mechanism to probe a specific meeting failure in the respondent's own words
- No automated quality scoring or generated analysis report
SurveySparrow
Meeting Availability Survey Template | Know Employee Availability for MeetingsA conversational-style survey template for gathering employee meeting availability, using SurveySparrow's chat-like UI to make static questions feel more engaging. It focuses on scheduling logistics and preferences, not on measuring where meeting time is wasted or why specific meetings fail. Question flow is templated rather than adaptive.
What it does well
- Conversational chat-style interface improves respondent completion experience
- Pre-built template speeds up deployment for basic availability questions
- Part of a broader survey platform with reporting/dashboard features
Where it falls short
- No adaptive AI interview to dig into a specific problematic meeting
- No voice AI interview option
- No transparent, publishable prompt methodology or automated per-response quality scoring
Ready to launch?
Open this template in the editor. Every part is yours to change before the first respondent sees it.