Process: Scheduling an online conversation

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QUICK REFERENCE:

  • I prefer Google Hangouts, then Skype, then calling people on their phones.
  • Please create “Buffer” appointments 30min before and 30min after. “Buffer” can overlap with “Travel” appointments.
  • Make sure calendar entries have backup contact info (give my cellphone number and ask for theirs).
  • Cc: me on all correspondence. If you need action/input from me, add Sacha: <message> near the top of the e-mail.
DETAILS

STEP 1. Find a time that works for people.

Timezones can be tricky, so make sure you specify timezones when offering times, and also ask/translate into their timezones whenever possible. I live in Toronto, Canada (EST/EDT).
You can offer them http://meetme.so/sachac as a way for them to pick times that work for them in their timezone; if we use this, make sure to come back and add the “buffer” appointments. Note that people often have a hard time figuring out how to use meetme.so, so it’s probably better to offer them some times in text.
This is also a good time to ask them if they have Google Hangouts set up, if they use Skype, or if they would prefer that I call them on their phone. Get a backup phone number for them if I don’t already have one in ConnectedHQ.
STEP 2: Set up the calendar entry.
Make sure you create this on the right calendar: Sacha – Main.
GOOGLE HANGOUTS
Add the Google Hangout directly to the calendar entry. As a reminder, add “Google Hangout” in Where.
In the description, add:
Backup contact information:
Sacha’s cellphone: _____   Skype: sachachua
___’s phone: ______
If this is your first time using Google Hangout, please allow for ~5 minutes to install and enable the plugin. If the Hangout doesn’t work for you, please contact Sacha through Google Chat, Skype, e-mail, or phone, and we’ll work out a different way to connect.
To reschedule, please contact ______ at ______ . Need to reschedule on the day of the event? Please call Sacha.
<agenda/email text>
SKYPE
Location: Skype: sachachua to call <username>
Description:
Backup contact information:
Sacha’s cellphone: _____
___’s phone: ______
To reschedule, please contact _____ at ______ . Need to reschedule on the day of the event? Please call Sacha.
<agenda/email text>
PHONE
Location: Phone: Sacha to call ________
Description:
Backup contact information:
Sacha’s cellphone: _____
___’s other phone: ______

To reschedule, please contact _____ at ______ . Need to reschedule on the day of the event? Please call Sacha.

<agenda/email text>

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