This page is for current clients and the people who help them manage their calendars or handle their Accounts Payable, so this is the right place if you’re seeking details on those topics. (If you’d like to know more about me and how I work, you can start here.)
I. SCHEDULING
Because my practice typically operates at or near capacity, I’ve found it useful to manage my schedule as follows:
Availability: I meet with clients via phone or video Monday, Tuesday, Thursday and Friday at 8:30am, 10:00am, 11:30am, 1:00pm, 2:30pm, 4:00pm and 5:30pm Pacific. Given that my practice is usually near or at capacity, it’s not feasible for me to meet at other times. I’m generally not available on Wednesdays.
Scheduling Process: I can schedule directly with a client or work with their executive assistant:
- If a client manages their own calendar, we can schedule at the end of a coaching session. If they’re flexible regarding the meeting time or day of the week, it’s usually possible to schedule one meeting at a time. If they have a preference for a particular meeting time or day of the week (or both), it’s usually necessary to schedule several meetings in advance, as my calendar generally fills up a month in advance.
- If a client’s executive assistant manages their calendar, I’m happy to work with them. In these cases it’s necessary to schedule one quarter in advance, and preferably two. Email is usually sufficient, but we can also talk by phone on a quarterly or bi-annual basis. I’ll reach out to my client’s EA one or two meetings before the last scheduled meeting to get additional meetings on the calendar.
Cadence: I meet with each client at the cadence that’s right for them, although I require at least one meeting per month. I see most clients every three weeks.
Cancellations and Rescheduling: Meetings may be cancelled or rescheduled up to 10 full business days in advance without penalty. Meetings cancelled or rescheduled within 10 full business days in advance will be billed at the standard rate. I’ve found this a fair way to share the risk of unpredictable calendars with my clients.
Calendar Invites: Because my clients manage their calendars in so many different ways, I don’t send calendar invites. If a client or their EA would like to include me on a calendar invite, that’s always welcome.
Reminders: The day before every meeting I send a reminder message to each client (and CC their EA, if they have one.) If we’re meeting via my Zoom link or via phone, I’ll include the link and my phone number in the reminder message.
II. BILLING and RATE INCREASES
I bill on a quarterly basis via a single invoice emailed to a client or to their Accounts Payable address. I prefer electronic payments via direct deposit (ACH), and the account information will be on each invoice. I’m unable to participate in a vendor management system, nor can I invoice multiple parties for a single client.
Any future rate increases will be driven by market data (e.g. my capacity, my waitlist, comparisons with colleagues). They’ll occur no more than once a year, so you’ll have a firm basis for budgeting. And they’ll come with one quarter’s advance notice, so if I’m ever beyond your budget there won’t be an abrupt transition.
Photo by Dafne Cholet.