Changing a Meeting Time for Product Managers

As a Product Manager, you have access to the shared Google Sheets document:
Zoom Setup

• Tab 1 Instructions outlines how to set up and organize Zoom Meetings.

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Part 1: Changing the Meeting Time In Spreadsheet

💻 Watch Loom Video Tutorial Part 1 of 3 here

1. Go to the Spreadsheet Tab Marked "Schedule"

• Navigate to the Schedule tab in the shared Google Sheets document.

2. Filter for Your Meeting Day

• Filter Column H (Meeting Weekday) for the day you want to set the meeting on.
• Determine the time and Zoom account availability.
• Insert a new row under the day of your meeting and add your information.

3. Choose a Zoom Account

• Choose a Zoom account that is NOT being used at that time.
• If another team’s meeting ends right before yours, it’s recommended to select another Zoom account to avoid overlap. Ideally, there should be a buffer in case the previous meeting runs late.
• The same applies to meetings that occur after yours. If your team meeting is at 6:00 PM on Thursday, avoid using the Zoom account of a team meeting at 5:00 PM or 7:00 PM.

Part 2: Changing the Meeting Time in Zoom & Google Calendar

💻 Watch Loom Video Tutorial Part 2 of 3 here

4. Log into Zoom and Schedule a Recurring Meeting

• Once you've figured out which Zoom account to use, log into that account. The credentials can be found in 1Password.
• Schedule a recurring meeting.

Example: See the Screenshot of Zoom Meeting Setup tab for an example.

5. Open the Email Address of Your Project

• Use the project email (e.g., [email protected]) to create the calendar invite.

6. Create the Google Calendar Invite

• Create the calendar invite in your project email account.
• Refer to the Screenshot of Zoom Meeting Setup tab for an example.

7. Add the Zoom Link to the Event

• Add the Zoom link to the event under the 'Location' section.

8. Invite Team Members

• Add all active team members who should attend the meeting.

9. Modify the Event

• Click the Modify event checkbox. This will allow you to invite others and add text to the body of the event without having to log into the project team email account.

Part 3: Update Other Websites/ Issues That List Meeting Times

💻 Watch Loom Video Tutorial Part 3 of 3 here

10. VRMS

• Go to the VRMS website here, click "Admin" in the top righthand corner, and enter your email address. You will then be emailed a login link. This is how the Hack for LA Expunge Assist website is updated.

11. Other Areas

• This could include, but is not limited to, a Slack channel details, an Open Role posting, etc.

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💡 Helpful Tip: Accessing Shared Documents

If you have trouble finding a shared document from your personal Google Drive, you can log into the [email protected] account. This gives you direct access to the Expunge Assist Google Drive, which may provide a more streamlined experience.

You can access the expungeassist account through your 1Password account.