# Meeting Scheduling

> A process for booking meetings that respects focus time, confirms attendees, and arrives with an agenda so the time is not wasted.

**Category:** Admin & Office

**When to use:** When booking any meeting on behalf of a principal or team.

**Trigger:** A meeting needs to be scheduled

## Steps

1. Confirm the meeting actually needs to happen and could not be an async message.
2. Find times that protect existing focus blocks and respect time-zone fairness.
3. Propose two or three options rather than asking an open-ended "when works".
4. Once confirmed, send the invite with a clear title, the agenda, and any pre-read.
5. Add the call link, location, and dial-in so no one scrambles at the start.
6. Send a brief reminder ahead of time for external or high-stakes meetings.

## Outputs

- A booked meeting with an agenda
- Protected focus blocks
- A reminder sent for key meetings

## Tools

- Calendar
- Scheduling link
- Email

## Notes

Propose specific times, never ask an open-ended "when are you free". The open question is what turns one booking into a five-email thread.

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Free SOP from the OrgTP Process Library — https://orgtp.com/process-templates/meeting-scheduling
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