Meeting Scheduling SOP

1. Purpose

The purpose of this SOP is to establish a standardized process for scheduling discovery and demo meetings with prospects. Proper scheduling ensures:

  1. Professionalism and efficiency in booking meetings.
  2. Seamless handoff from SDRs to AEs.
  3. Elimination of double-booking, missed invites, or unclear agendas.
  4. Improved prospect experience and higher attendance rates.

2. Scope

This SOP applies to all SDRs and AEs responsible for booking prospect-facing meetings.

  • Roles Covered: SDRs, AEs, Sales Operations.
  • Activities Covered: Proposing times, sending invites, confirming attendance, rescheduling, and CRM logging.
  • Systems Covered: CRM, scheduling tools (Calendly, HubSpot Scheduler, Outlook/Google Calendar).

3. Definitions

  1. Discovery Meeting – Initial call with a prospect to understand needs.
  2. Demo Meeting – Product/service walkthrough tailored to prospect.
  3. Scheduling Link – Automated link (e.g., Calendly) synced with AE’s availability.
  4. Reschedule Policy – Agreed rule for postponing meetings within a set timeframe.

4. Step-by-Step Process

1. Offer Availability

2. Confirm Meeting

  • Once prospect confirms, SDR sends a calendar invite with:
    • Title: “[Company] × Memorres – Discovery Call”
    • Agenda: 2–3 bullet points (tailored).
    • Meeting link (Zoom/Teams).
    • Attendee details (SDR, AE, prospect).

3. Reminders

  • Automated reminder emails 24 hrs and 1 hr before meeting.
  • SDR may send a short confirmation email (e.g., “Looking forward to speaking tomorrow”).

4. Rescheduling

  • If prospect requests reschedule:
    • Offer next available slots within 7 days.
    • Update invite + CRM immediately.
  • If prospect cancels with no reschedule, mark in CRM as Cancelled – No Reschedule.

5. Attendance & Handoff

  • SDR ensures AE has discovery notes before meeting.
  • AE takes ownership of agenda and meeting execution.

6. CRM Logging

  • SDR logs “Meeting Scheduled” under lead/opportunity.
  • AE logs “Meeting Completed” with notes post-meeting.

5. Roles & Responsibilities

  • SDRs: Coordinate scheduling, send invites, confirm reminders, log meeting status.
  • AEs: Own meeting agenda, conduct session, update outcomes.
  • Sales Operations: Maintain scheduling tool integrations, ensure CRM sync.

6. Governance, Violations & Consequences

  • Governance Oversight: Head of Sales.
  • Monitoring: Weekly review of scheduled vs. completed meetings.
  • Examples of Violations:
    • Sending invites without agenda.
    • Not updating CRM with scheduled/completed status.
    • Double-booking prospects due to poor coordination.
  • Consequences:
    • Minor: Coaching.
    • Moderate: Warning, removal of scheduling privileges.
    • Severe: Escalation to Sales Leadership, reassignment of accounts.

Section 7: Review & Ownership

  • SOP Owner: Sales Operations.
  • Review Cycle: Semi-annual, or if scheduling tools change.
  • Approval Authority: Head of Sales.
  • Training & Awareness: Scheduling process covered in SDR onboarding and AE enablement sessions.
  • Version Control: Updates logged in SOP Register with version, date, and approver.