Scheduling a Meeting with Administration

Why schedule a Meeting?

Meetings with administration are essential for both staff-initiated and administrative matters. Tree of Life Open Bible Church makes scheduling simple with an online tool. Tree of Life Open Bible Church utilizes a scheduling tool to make this simple and easy for people to meet. Administration may request a meeting with a staff member, or a staff member may choose to initiate a meeting on their own.

Key Points for Scheduling

• Prioritize Recurring Meetings: Staff should always aim to schedule recurring meetings whenever possible.
• Use Calendly for One-Off Meetings: If the meeting isn't recurring, staff should use the provided Calendly links to schedule.
• Provide Two Options if No Availability: If no slots are available by your meeting deadline, you must submit two time options to administration for consideration.
• Automated Rescheduling: Employees can reschedule their meetings through the app without requiring permission from the meeting member.

The Process

1. Go to the scheduling page: Select the proper type of meeting and duration, and attempt to schedule on your own.
2. For One-Off Meetings: Use the available Calendly links provided for each member of administration.
3. If No Availability:

If the scheduler does not offer a viable option, provide two dates and times for consideration by reaching out directly with this format:

<manager> your calendar does not have a meeting time slot for us to meet about <important topic>. I have availability on <option of date 1 with time> and <option of date 2 with time>. Would either of these times work for you?

Rescheduling a Meeting

If an employee needs to change a meeting, they can on their own reschedule through the app, without needing to request anything from the member they are meeting with. The entire process is automated, and an employee does not need to apologize or ask permission to reschedule.

Discipline for Failing to Report to a Meeting

An employee who fails to show up for a scheduled meeting may be disciplined for skipping a meeting with management.

When the Scheduler Does Not Give a Viable Option

If an employee needs a meeting sooner than the scheduler will permit, the employee should reach out to the staff member with two date/time options and ask the staff member to select one. If neither option works, repeat the process until an agreeable solution is found.

Important Reminders

Remember, the calendar system is dynamic and changes for busier employees many times during the day. It may be worth checking again if it’s a new day, as schedules ebb and flow.

Meeting Links

Meet with Pastor Lance

Meet with Carmen McIntyre (Treasurer and Operations)

Meet with Mandi (Sprouts Related or Otherwise)

Non-Executive Staff

Meet with Pastor Stephanie Franco (Discipleship)

Meet with Pastor Kris Rhoades (Worship)

Meet with Theresa (Sprouts Assistant Director)