1. Objective
This SOP governs the complete scheduling workflow — from initial request through confirmation, reminder, and conflict resolution. It ensures every meeting is scheduled correctly the first time, contains all necessary information, and is confirmed before it happens. Scheduling is not just logistics. Every interaction with a meeting requestor is a representation of your executive's organization and professionalism.
Where this SOP starts: When a scheduling request arrives from any channel.
Where this SOP ends: When the meeting is confirmed, the invitation is on the calendar with all required details, and the appropriate reminders are set.Success looks like: Meetings never fall through due to confusion about time, location, or dial-in details. Your executive never walks into a meeting without knowing who they're meeting and why. Scheduling back-and-forth is resolved in one exchange rather than five.
2. Your Role & Boundaries
2a. What you handle independently
- Processing all incoming scheduling requests through the time-block framework
- Offering appropriate time options that respect protected blocks
- Creating and sending calendar invitations with full details
- Sending 24-hour pre-meeting confirmations and reminders
- Rescheduling when conflicts arise — reaching out, offering alternatives, updating the calendar
- Tracking and adding verbal commitments your executive makes about scheduling
2b. What requires executive approval before acting
- Scheduling outside the approved time-block windows
- Accepting a meeting with a party your executive has flagged as sensitive or VIP
- Canceling a meeting when the reason involves your executive's availability in a way that requires their explanation
- Making a commitment about your executive's availability to a high-priority contact
2c. What you never do
- You never offer a single time option — always offer two or three to resolve in one exchange
- You never confirm a meeting without verifying the calendar framework
- You never add a meeting to the calendar without including the essential details (who, why, dial-in)
- You never cancel a meeting without notifying your executive first
3. The Scheduling Workflow
Step 1: Receive the request
Scheduling requests arrive via email, Slack, text, phone, or from your executive directly. Route all requests through this workflow regardless of channel.
Step 2: Check the calendar framework
Before proposing any times:
- Is the requested time in a protected block? If yes, do not offer it.
- Does the request type fit a designated meeting window?
- Is there at least 30 minutes of buffer available before and after?
- Are there more than [X] external meetings already this day? (Confirm the daily meeting limit with your executive.)
Step 3: Propose two or three options
Always offer 2–3 options within appropriate windows. Never offer one — it creates a back-and-forth if that time doesn't work. Two to three options resolves it in one exchange.
Option format example:
"Happy to find a time — [Executive] has availability on:
- Tuesday, April 22 at 2:00 PM [your time zone]
- Wednesday, April 23 at 10:00 AM [your time zone]
- Thursday, April 24 at 3:30 PM [your time zone]Do any of these work for you? If not, please share 2–3 times that work on your end and I'll confirm."
Step 4: Confirm and create the invitation
Once a time is agreed on, send a formal calendar invitation containing:
- Title: [Meeting type] — [Executive Name] & [Requestor Name]
- Time and time zone
- Video/phone link: Zoom, Google Meet, or phone number as appropriate
- Location (if in-person)
- Purpose: 1–2 sentence description of the meeting's intent
- Prep note: Any documents or context the attendee should review beforehand
Step 5: Confirm the invitation was received
For important meetings or first-time contacts, send a brief follow-up: "I've sent the calendar invitation for [Day] at [Time]. Please let me know if you don't receive it."
4. Calendar Invitation Standards
Every invitation must include the following:
Required elements:
- Meeting title (specific — not just "Call" or "Meeting")
- Time with time zone explicitly stated
- Conference link or dial-in number (test the link before adding)
- Brief meeting purpose in the description field
- Names of attendees
For external meetings — add to the description:
- Who the other party is (if your executive may not have context)
- What the agenda or purpose of the meeting is
- Any documents they should review before the meeting
Example invitation description:
Meeting purpose: Discovery call with [Name], founder of [Company]. Referred by [Contact]. Goal: understand their situation and determine fit.
Prep: Review the intro email from [date] — included below.
Join: [link]
5. Pre-Meeting Confirmation and Reminder Protocol
24 hours before every external meeting:
Send a brief confirmation to the external party:
Hi [Name],
Just confirming our call tomorrow, [Day] at [Time] [time zone]. Here's the dial-in link: [link].
Looking forward to speaking then. Please let me know if anything has changed.
[Your Name]
On behalf of [Executive Name]
Morning of the meeting:
- Confirm the link is working
- Confirm the meeting is still on your executive's calendar
- Flag in your morning check-in if prep materials haven't been reviewed
For first meetings or high-stakes calls: Send a reminder both 24 hours before and the morning of.
6. Handling Scheduling Conflicts
When a conflict arises:
1. Identify it as early as possible. Day-of discovery is the worst outcome.
2. Determine which commitment is higher priority — with your executive's input if needed.
3. Contact the affected party immediately. The sooner they know, the more options they have.
4. Offer alternatives in the same message — two or three options. Do not make them ask.
5. Apologize once, briefly, and move forward. Do not over-explain internal reasons.
Reschedule template:
Hi [Name],
I'm sorry for the short notice — an unexpected conflict has come up on [Executive]'s end. We'd like to reschedule our call.
Would any of these times work for you?
- [Option 1]
- [Option 2]
- [Option 3]
Please let me know and I'll send a new invitation right away.
[Your Name]
On behalf of [Executive Name]
7. Managing Recurring Meetings
For recurring meetings:
- Create the series on the calendar with all details in the description
- Set an auto-reminder 24 hours before each occurrence
- Review the series monthly: is it still the right day/time? Is there still a clear purpose?
- If a recurring meeting should be cancelled or restructured, surface this to your executive during the weekly review
8. Escalation Protocol
Escalate when:
- A contact is requesting a time that conflicts with a protected block and you're unsure whether to make an exception
- A VIP or key client needs to schedule and there are no available windows in the near term
- A scheduling conflict cannot be resolved without your executive's direct input
Escalation format:
Scheduling flag — need your input:
[Name] is requesting a meeting on [date/time], which conflicts with [protected block or prior commitment].
Options: (1) Move [prior commitment] | (2) Offer [alternative date] | (3) You contact them directly.
My recommendation: [X]. Shall I proceed?
9. Tools & Access
| Tool | Purpose |
|---|---|
| [Google Calendar / Outlook] | Primary calendar management |
| [Calendly or scheduling tool] | Automated external scheduling |
| [Zoom / Google Meet] | Video conferencing link generation |
| [World clock tool] | Time zone verification |
10. Changelog
| Date | Notes |
|---|---|
| April 2026 | Initial release |