Scheduling Meetings for Pastor Lance Guide

How to Schedule Appointments for Pastor Lance

This guide will help you schedule appointments efficiently using Calendly. Please follow these steps carefully to ensure Pastor Lance’s schedule is managed effectively.

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Step 1: Start the Conversation

When reaching out to someone, use the following script:

Script 1:

Hi, this is [Your Name]. Pastor Lance asked me to schedule a time to meet with you. Do you have a preferred day or time?

If needed, follow up with:

Script 2:

Would you prefer to meet over a meal, over a drink, or at the office? A phone meeting is also an option.

Tip: Be friendly and professional. Let them know you’re helping organize Pastor Lance’s busy schedule to make things easier for everyone.

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Step 2: Use the Primary Calendar First

📅 Always start with the primary calendar to avoid overloading the schedule.

• Primary Calendar Link: 60-minute meeting Primary Calendar
• Offer available times directly from this calendar.

Tip: Double-check the time zone if scheduling remotely.

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Step 3: Use the Secondary Calendar for Lunch/Dinner

If the person specifically requests lunch, dinner, or weekend options:

📅 Use the secondary calendar link only as a last resort:

• Secondary Calendly Link

Important: Reserve this for scheduling meals or accommodating special requests.

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Step 4: Confirm the Location

Once they indicate their preference, confirm the location. Offer these preferred meeting spots for meals or drinks:

• 🥞 Eat n Park on West Liberty Ave
• 🥖 Panera Bread in Caste Village
• ☕ 802 Bean Co on Brookline Blvd

If they choose to meet at the office, use the following script:

Great! We'll meet at the office. The address is 1036 Brookline Blvd.

Tip: Confirm the address in Calendly and double-check for accuracy.

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Step 5: Add Their Cell Phone Number in Calendly

📱 Adding their contact details is crucial for reminders.

1. Enter their cell phone number in Calendly.
2. Double-check the accuracy of all details.

Tip: Confirm their phone number before finalizing the appointment.

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Step 6: Confirm the Appointment

Once the person agrees to a time and location:

1. Schedule the appointment in Calendly.
2. Notify them using this script:

Script:

I’ve scheduled your appointment with Pastor Lance. You’ll receive a confirmation email and text reminder with all the details.

1. Ensure the location is clearly noted in the appointment details.

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Additional Script Suggestions

• If someone hesitates:

I understand your schedule might be busy too! Pastor Lance just wanted to connect and values this time with you. Do any of the available times work for you?

• If they ask why you’re helping:

Pastor Lance is very busy, and I’m helping him keep his schedule organized so he can focus on the important work of the ministry.

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Common Questions and Answers

• Can we meet somewhere else?

 * Response: We prefer Eat n Park, Panera Bread, or 802 Bean Co because they’re convenient for Pastor Lance. Would one of these work for you? If not, let me know, and I’ll check with him.  

• Can we meet on a weekend?

 * Response: Weekend options are limited, but I can check the secondary calendar for availability.  

• What’s the address for the office?

 * Response: The office is at 1036 Brookline Blvd. Please let me know if you need additional directions!  

• What’s the meeting about?

 * Response: Pastor Lance didn’t give me specifics, but he mentioned wanting to connect and talk with you personally.  

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Reminders

• Always prioritize the primary calendar: 60-minute meeting.
• Ensure the location and contact details are correct in Calendly.
• Be polite, professional, and clear in your communication.
• Keep Pastor Lance updated if there are conflicts or special requests.

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Troubleshooting

• What if Calendly is down?

 * Use a manual scheduling system (e.g., a shared Google Calendar) and notify Pastor Lance immediately.  

• What if they request a meeting outside the suggested locations?

 * Confirm with Pastor Lance before agreeing to an alternative location.  

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Thank you for helping manage Pastor Lance’s schedule efficiently! Your work ensures he can focus on the ministry and connect with the community.