CALENDAR ACCESS
Determine the platform used (Google Calendar, Outlook, etc.).
Decide access level required (Full/Partial) & tech setup steps (2FA plan, etc.).
Determine password sharing method (Password Manager, Shared Document, etc.).
Determine if inbox access is needed for scheduling related communication.
Determine meeting lengths (30min, 1 hour, etc.), meeting type (Zoom or other, phone call, etc.), time between meetings, etc. If Zoom, determine whose link will be utilized.
SETUP & ONBOARDING INSTRUCTIONS
Discuss instructions for calendar management (how often, alerts, responses, etc.).
Define communication preferences for process updates and/or changes to tasks.
SCHEDULING MEETINGS
Decide how your Freedom Maker will handle incoming meeting requests and availability coordination. Define gaps as necessary (are back-to-back meetings appropriate or should there be a buffer between, etc.)
Discuss a process for confirming meetings and managing scheduling conflicts.
Determine guidelines for setting meeting reminders and notifications.
Decide upon protocols for handling meeting cancellations and rescheduling.
Discuss the naming convention to be used on invites.
Determine if the client prefers to have travel/prep time built into the invite itself or as its own block.
MEETING PLANNING & FOLLOWUP
Detail pre-meeting preparation steps, including gathering necessary documents.
Determine how to take and organize meeting minutes and action items.
Describe preferences for followup communication post-meeting.
Determine the best way to archive and organize meeting notes.
BOOKING APPOINTMENTS & RESERVATIONS
Provide instructions for booking personal and professional appointments.
Explain preferences for appointment integration (shared calendar? etc.).
OTHER IMPORTANT CONSIDERATIONS
Determine what scheduling tools and apps may streamline calendar management.
Decide on a common time zone to be used for all scheduling.
Describe protocols for managing recurring scheduling patterns.