/w=3840,quality=90,fit=scale-down)
Sample
Client overall calendar priorities: 1. [No meetings before 9am or after 5pm Eastern time] 2. [Client meetings take precedence over internal meetings if things need to be rescheduled] 3. [etc.]
Color Coding
Events Color Coding
Table
Meeting Preferences
Virtual and In-person
Virtual Meeting
In-Person Meeting
| Question | Preference Type | Answer #1 | Answer #2 | Answer #3 | Answer #4 | Notes |
|---|---|---|---|---|---|---|
In-Person Meetings preferencesVirtual Meeting Preferences | 8 :30 am | |||||
In-Person Meetings preferencesVirtual Meeting Preferences | 5:30 PM | ⁍ Pick up Jane before 6 ⁍ No meetings can get past 5:45 pm | ||||
In-Person Meetings preferencesVirtual Meeting Preferences | Lunch: 1 - 1:30 pm | ⁍ Flexible for a working lunch ⁍ Prefer no-camera meetings at this time | ||||
In-Person Meetings preferencesVirtual Meeting Preferences | 45 mins that client Nathan initiated | ⁍ Rare 1-hour 1:1s ⁍ Having 1:1s in one day, preferably a Monday ⁍ Flexible to have 1:1s on a Tuesday if not possible on a Monday | ||||
In-Person Meetings preferencesVirtual Meeting Preferences | Ideally an hour | Quarterly rituals for a larger scale = 2 hours is okay | ⁍ Team meetings should happen later in the week ⁍ Ideally on a Tuesday 2 hours is the max threshold for a meeting | |||
In-Person Meetings preferencesVirtual Meeting Preferences | Only invite key stakeholders = fewer attendees | ⁍ EAs are welcome to join but ideally mostly key stakeholders in the room | ||||
Wednesday | Deep work | |||||
In-Person Meetings preferencesVirtual Meeting Preferences | Try to avoid work on Jewish Holidays | Jane's birthday is February 26th | Birthday = October 5 (still work but would like to hop earlier) | |||
Virtual Meeting PreferencesIn-Person Meetings preferences | Adding the type of meeting before the attendee's names | |||||
Virtual Meeting Preferences | Professional for anything company related | Personal for non-work related stuff | ⁍ Make sure to invite company calendar to personal events to block time | |||
Virtual Meeting Preferences | Zoom (for external clients) | Google Meet (for internal meetings) | ⁍ Zoom for both external and internal meeting (default) | |||
Virtual Meeting Preferences | 30 minutes is the minimum threshold | 2 hours is the maximum meeting threshold | 45 mins to 1 hour is the sweet spot | Below 30 mins = no meeting required | ||
Virtual Meeting Preferences | Waiting room / don't let anyone bypass | |||||
Virtual Meeting Preferences | More than 2 hour meetings back to back = 10 minute break/placeholder | Travel placeholders so people don't book over it | ||||
In-Person Meetings preferences | Co-working | Lunch meetings | Coffee chats | |||
In-Person Meetings preferences | The Spaces (180 John Street) | ByMark (66 Wellington street) | Deneen (Yonge street) | |||
In-Person Meetings preferences | Tuesdays / Thursdays |
Meeting Support Preferences
Pre-meeting prep | During the meeting prep | During the meeting prep | Post meeting prep | Notes | |
Types of meetings | Meeting bio or agenda needed | EA needs to attend? | AI note- taker only | Any Action items? | |
External Meetings | High-level Meeting Bio | EA Ana to attend for meetings when presentation is needed | Default (always Add Fathom inside the room) | Post meeting notes made by Ana (default) | Make the bio less text-heavy by highlighting the recent updatesFirst time meeting = defo need a bio |
Internal Meeting | Simple meeting bio for people new to the org | Default (always Add Fathom inside the room) | AI auto summary will suffice for recurring 1:1Internal team meeting = summary made by EA Ana | ||
Personal Meeting | N/A | ||||
In-person meeting | High-level Meeting Bio for clients | ||||
Focus groups | Know one thing about the room (details) / trivia! | EA Ana to attend (default) | Default (always Add Fathom inside the room) | Post meeting notes made by Ana (default) | Add details that allows Nathan to connect and build rapport with the attendees |