Appointment Scheduling Clarity

In by Victoria

ANTICIPATORY SET

All events should have the following fully filled out (even if it is a tentative appointment):

  • Title (Last, First. Topic. Type. Initials)
  • Location 
  • Type of Event
  • Phone to call
  • Host
  • Participants (to include clients and vendors)
  • Related to (to include clients and vendors – even if it is just a task so it links to the client for tracking)
  • Client questions (if applicable)
  • Description of what the appointment is about (if applicable the host of the Zoom and the Zoom information)

BODY OF LESSON

Title of Event

All event titles should contain: Last name, First Name. Company (if applicable). Subject. IH/Tele/Zoom/etc. Scheduler initials.

Title example for client appointment: Steele, Sierra. Review IH SS

Title example for third party: Martin, Nolan. Grayline Media. Re: PYFR Handoff. Zoom SS

Title example for personal: Physical for life insurance. MedPhysicalPlus. @ the medical office SS (office address in the location)

Commute

Drive time (to and from) needs to be blocked out. Title: “Commute to x” and labled out of office.

Host of Zoom

Host: Added to the event description with the Zoom information.

Host example:
“Host: FLS 

(insert full Zoom copy and paste)”

STEP BY STEP INSTRUCTIONS

Scenario: Jamie has an in office appointment with Robert “Bob” and Susan “Sue” Smith for their review.

The appointment should read:

  1. Title: “Smith, Bob & Sue. Review IH SS.”
  2. Location: “SAAI Office”
  3. Type of Event select: “Client IH Appt”
  4. Phone to call (clients preferred number): 907-123-4567
  5. Host select: “Jamie Shilanski”
  6. Participants select: 
    1. Any additional planners if applicable
    2. Both spouses: Robert Smith, Susan Smith
  7. Related to select: The household and the spouse you scheduled the appointment with
  8. Client questions (if applicable): “Bob and Sue have questions about refinancing their home and what they should do with the extra $20,000 in their savings account.”

EXAMPLE

Scenario: Micah has a Zoom appointment with a third party company called, “Next Level Marketing” with John Doe Doe to see if they would be a good fit for re-doing our Plan Your Federal Retirement Facebook. Micah said that he would like Jamie to be on this Zoom as well.

CONCEPT CHECK QUESTIONS

  1. Floyd has a review appointment via Zoom with a client who lives out of state. How would this need to be put on the calendar?
  2. Micah has an estate planning appointment with Christina Passard and a client at the office. How would this need to be put on the calendar?
  3. Jamie has a third party call with a developer.