7 Proven Strategies to Reduce Meeting No-Shows by 60%

No-shows are more than just frustrating—they're expensive. Here's how to keep your calendar full of people who actually show up.

The True Cost of No-Shows

For a business with 20 appointments per week at an average value of $100:

• 20% no-show rate = $400/week lost
• That's $20,800 per year in lost revenue

Strategy 1: Send Smart Reminders

The most effective reminder schedule:

• 24 hours before: Email reminder
• 2 hours before: SMS reminder
• 15 minutes before: Final nudge

Strategy 2: Make Rescheduling Easy

When something comes up, make it simple to reschedule rather than no-show. Include reschedule links in all reminders.

Strategy 3: Require Confirmation

Ask attendees to confirm 24 hours before. Those who don't confirm can be contacted or the slot can be opened.

Strategy 4: Collect Payment Upfront

For paid consultations, taking payment (or a deposit) at booking dramatically reduces no-shows.

Strategy 5: Add Buffer Time

Don't pack your calendar too tight. Buffer time helps you recover from no-shows without cascade effects.

Strategy 6: Set Clear Expectations

State your no-show policy clearly on the booking page. Some businesses charge for missed appointments.

Strategy 7: Follow Up on No-Shows

Sometimes people genuinely forget. A friendly follow-up can recover the appointment and maintain the relationship.

Implementation

Most of these strategies can be automated with a good scheduling tool. Calimatic Scheduler includes automated reminders, easy rescheduling, and buffer time settings in the free plan.