scheduled Video walk through calls

The Superintendent is responsible for scheduling a weekly video meeting with the homeowners, and if applicable inviting the Designer, Project Manager, and Project Management Coordinator.

These calls should be:

• On-Site.

• Scheduled for 30 minutes in Google Calendar.

• Reoccurring each week

The Call should cover:

• Where we were last week, where we are this week, where we are going next week.

• Issues or concerns you have as the Superintendant.

• Ask if they have any issues or concerns from their perspective.

• Any selections that need to be made to keep the job moving.

Why are we doing video calls?

• Many of our customers are not in town or on-site. This gives them a visual perspective of where their job was, is at, and where it is going.

• This builds rapport with the customer.

• Face to face interaction has proven to improve customer relationships, ease tensions, and make the customer experience more human.

There are two ways to schedule.

In Google Calendar or in Google Meet.

Choose your method below:

Scheduling in Google Calendar:

1. Access Google Calendar: Start by opening Google Calendar.

2. Learn how log-in here:

   1. On Your Computer (currently no Google apps for PC or Mac)

   2. On Your Mobile Web Browser (not using any mobile app)

   3. On The Google Calendar Android App

   4. On The Google Calendar iOS App (iPad or iPhone)

   5. Sync with Apple Calendar, Outlook Calendar,

3. Create an Event: Click on the "+ Create" button on the left side or select a time slot in the calendar where they want to schedule the meeting.

4. Enter Event Details: A new event window will appear. In the "Event name," type a relevant title for the meeting (e.g., "Client Meeting").

5. Set the Date and Time: Choose the date and time for the meeting by clicking on the date and time fields. To make it recurring, click on "Does not repeat" and choose the desired recurrence pattern (e.g., daily, weekly, monthly).

6. Add Location: In the "Location" field, they can add "Google Meet" or any specific location if needed.

7. Invite Participants: In the "Guests" field, type the email addresses of the clients, project manager, and any other participants you'd like to invite. Separate multiple emails with commas.

8. Add Description: In the "Description" field, they can include any additional information about the meeting.

9. Set Notifications: Configure the notifications settings to remind participants before the meeting.

10. Save the Event: Click "Save" to create the recurring meeting event in Google Calendar. Your superintendents can also use the "More options" link to customize other settings if needed.

Scheduling in Google Meet:

1. Access Google Meet: Open Google Meet by going to meet.google.com or through the Google Meet app if it's installed.

2. Start a Meeting: Click on "Join or start a meeting."

3. Set up Meeting Details: Enter a name for the meeting, and make sure the "Add a Google Calendar event" option is turned on. This allows Google Meet to sync with Google Calendar.

4. Schedule the Meeting: Click the "Next" button and then select the date and time for the initial meeting.

5. Add Participants: In the "Who can join?" section, enter the email addresses of the homeowners, project manager, and any other participants.

6. Save Meeting: Click "Save." This will create a Google Meet link associated with the Google Calendar event.

Sync Google Calendar and Google Meet:

1. Open the event you created in Google Calendar.

2. Click "Edit event."

3. In the event details, find the "Google Meet" section and ensure it's connected to the Google Meet link you created in the previous steps. If not, you can add the Google Meet link manually.

4. Save any changes.

Now, you have scheduled a recurring video meeting using Google Meet and Google Calendar, and you've added the homeowners, designers, vendors, subs, and our necessary staff. The meeting details, including the Google Meet link, will be automatically shared with the participants.