Big Law has a lot of unwritten rules. Some can feel unnecessarily particular, but people notice these things. How you schedule a conversation and follow through can shape someone's impression of your judgment and reliability before you ever work together. These are the habits I recommend building now.
1. Put the agreed time on their calendar
Once you've agreed on a time, send a calendar invitation to the attorney's work email, unless they've already sent one or prefer another address or process. I'd use Outlook if you have access to it. Google Calendar can also send an email invitation to someone who uses another calendar app. The instructions below explain both options and when an .ics file can help.
Include the date, full time zone, and how long you expect to speak. For a phone call, include the number and say who will call whom. For Zoom or another video call, include the link you've agreed to use. Someone should be able to open the invitation and have everything they need.
How do I send an Outlook-compatible calendar invite?
Use your calendar's invitation feature and add the attorney's work email as an attendee or guest. These official guides walk through the steps in the calendar app you use.
If you use Outlook
Create a calendar event or meeting, add the attorney as an attendee, enter the agreed details, and select Send. Microsoft's guide has separate instructions for new Outlook, classic Outlook, Outlook on the web, and Outlook.com.
Microsoft: Schedule a meeting or event in Outlook
If you use Google Calendar
Add the attorney's work email under Guests, save the event, and choose to send the invitation email. Google confirms that guests can receive invitations even if they don't use Google Calendar.
Google: Invite people to your Calendar event
If you need to send an .ics file
Microsoft explains how to send an iCalendar attachment and how to import it into Outlook. An imported file is a snapshot, so later changes don't update automatically. A normal meeting invitation is usually easier for tracking responses and sending updates.
For a phone call, turn off any automatic Teams or Google Meet link. If the time changes, edit the original event and send the update. The attorney may need to accept the email invitation before it appears on their calendar; firm settings can affect how invitations are handled.
2. Send a friendly reminder and give them room to adjust
I recommend a friendly reminder the day before:
Hi Alex, looking forward to speaking tomorrow at 2 p.m. Eastern! I'll call you at [phone number]. Please let me know if another time would work better. Thanks again for making the time!
Use email, or text if that's already how you've been communicating. If you haven't heard back, a brief check an hour or two before the call can be helpful. Give them room to reschedule if work gets busy. If the plan changes, update the calendar invitation so the old time or link doesn't create confusion.
3. Respond promptly, even if you need more time
For scheduling and other messages that need a response, I'd aim to reply within an hour when you're available. If you're in class, taking an exam, or otherwise unable to respond, handle it when you're free. You don't need to interrupt those commitments to answer a networking email.
You also don't need to have the full answer before acknowledging a message. If someone asks for something you need to look up or prepare, say so and give them a realistic time:
Thanks for sending this! I'm in class until 3, but I'll take a look afterward and get back to you this evening.
Then follow through. If you need longer, send a quick update before the time you promised. It helps the other person know where things stand.
Once you're working as a summer or junior associate, my recommendation is to acknowledge work messages within about 10 minutes when you're working and available, even if the task will take longer. That's my advice, rather than a rule every firm follows. Learn your team's expectations and how they handle urgent requests.
When someone makes an introduction
If someone introduces you by email or group text, thank them and greet the attorney. Don't leave the introduction sitting unanswered while you wait for the other person to start.
Thanks for connecting us, Taylor! Hi Alex, it's great to meet you. I'd be glad to find a time to chat whenever works best for you.
These are small things, but they give people a sense of what it's like to work with you. Being responsive, taking good notes, paying attention, and doing what you said you'd do gets you a very long way. You can start building those habits now!