How to schedule with internal RRI contacts recurring add zoom etc

Purpose

This guide will walk you through how to set up a recurring meeting with our internal RRI contacts, ensuring the session is on everyone’s calendars and includes a Zoom link for easy access.

Step-by-Step Instructions

1. Identify the Participants
   1. Determine who from the RRI team (internal contacts) needs to attend.
   2. Double-check for scheduling conflicts or known unavailable times.
2. Choose the Frequency and Duration
   1. Decide how often the meeting should recur (weekly, bi-weekly, monthly).
   2. Select the meeting duration (for example, 30 minutes or 1 hour).
   3. Consider time-zones if participants are spread out.
3. Create the Calendar Event
   1. Open our calendar tool (e.g., Outlook/Google Calendar).
   2. Create a new meeting/invite.
      1. Title it clearly, for example: “RRI Team Sync – Recurring”.
      2. Add all required internal RRI contacts as attendees.
   3. Set the start date and time.
   4. Choose the recurrence (e.g., “custom” → every 2 weeks on Tuesdays).
   5. Add the duration and time-zone as appropriate.
4. Add the Zoom Link
   1. Use the “Add Zoom Meeting” or “Insert Zoom” option (depending on our calendar integration).
   2. Ensure the Zoom link and any passcode or meeting ID are included.
   3. In the meeting body, include a short note such as:

“Join via Zoom: [link] – Passcode: 123456”

1. Optionally, add a reminder for attendees (e.g., 10 minutes before the meeting).
2. Add an Agenda / Notes Section
3. In the meeting description, add a recurring agenda or placeholder items:
   1. Welcome and quick updates (5 minutes)
   2. Project-specific discussion (20 minutes)
   3. Next steps and action items (5 minutes)
4. Encourage attendees to add agenda items in advance, if applicable.
5. Review and Send the Invite
6. Double-check date, time, recurrence settings, Zoom link, and attendees.
7. Send the invite to all participants.
8. After sending, verify that the meeting shows up in everyone’s calendars (time-zones, if relevant).
9. Maintain the Recurring Meeting
10. If there’s a change in participants or frequency, update the recurrence settings rather than creating a new event.
11. Keep the meeting agenda current and share updates ahead of each session.
12. If the recurring meeting is no longer needed, cancel the recurrent series (or mark it as “not required” moving forward).

Tips for Smooth Scheduling

• Use “Scheduling Assistant” features to check participants’ availability before setting the recurrence.