5 meeting templates every architect should use

As an architect, you spend your days balancing clients, consultants, contractors and city officials. Your calendar fills fast. The wrong meeting at the wrong time can slow a project, cause rework and cut into billable hours.

The fix is simple: use a small set of reusable meeting templates. Each template should have a clear purpose, a short agenda, prep steps and a consistent way to schedule. In this guide, you’ll get five practical meeting templates for architects, plus how to run them with Doodle to save hours and reduce back-and-forth.

The challenge facing architect professionals

Architects coordinate many roles and phases across a project:

• Residential intake calls

• Concept and design reviews

• Consultant clash checks

• Site walks and CA meetings

• Permit and planning conversations

Without a structure, every meeting becomes custom work that eats time.

Common pain points

• Endless email threads to find a time

• No-shows due to unclear reminders or locations

• Agendas that drift and decisions that go missing

• Delays that ripple into drawings, submittals and fees

• Hours spent on unpaid consults instead of billable work

Why this matters for architects

Meetings shape requirements, design direction and construction decisions. Strong meeting structure protects your fee and your schedule.

Clear templates help you:

• Shorten project timelines by reducing confusion

• Improve client trust through consistent touchpoints

• Capture decisions that stick and reduce rework

• Keep your team focused, efficient and billable

You’ll find five architect-ready templates below with agendas and Doodle setups you can plug in today.

Template 1: Client discovery and intake

Purpose: Qualify a lead, define goals and set preliminary scope

Length: 30–45 minutes

Attendees: Architect, client decision maker, any co-owner or partner

Agenda

1. Goals and vision (2 minutes per person)

2. Site + constraints

3. Budget + timeline ranges

4. Decision makers + approval process

5. Next steps

Prep checklist

• Review lead form, site address and basic records

• Choose 1–2 relevant project examples

• Prepare must-ask questions

Doodle setup

• Use a Booking Page so prospects self-book on your real availability

• Connect Google/Outlook/Apple Calendar

• Add automatic reminders + video conferencing

• Connect Stripe if you charge for paid consultations

Sample invite

Title: Client discovery call for [Project/Address]

Description: We’ll review goals, site context, budget and timeline. Please have any survey or listing link ready.

Best practices

• Keep it short to protect your time

• End with one clear next step

• Use Doodle 1:1 to offer just a few curated times to a single lead

Template 2: Concept design review with the client

Purpose: Align on early concepts and approve direction

Length: 60 minutes

Attendees: Architect, PM, client decision maker, optional interior designer

Agenda

1. Recap goals + constraints

2. Present 2–3 concepts with pros/cons

3. Discuss cost + phasing implications

4. Capture decisions + risks

5. Confirm approvals + next milestone

Prep checklist

• Assemble drawings/slides into one deck

• Prepare a simple cost narrative

• Define decision criteria

Doodle setup

• Use Group Polls when multiple stakeholders must agree on a time

• Set deadlines + automatic reminders

• Use Doodle Pro to generate a clear meeting description and add branding

Capture decisions

• Add a final slide listing decisions

• Send a summary within 24 hours

Best practices

• Limit to 2–3 options

• Timebox each discussion block

• Record the call (with consent)

Template 3: Consultant coordination sync

Purpose: Resolve clashes, align on responsibilities and keep models moving

Length: 45–60 minutes

Attendees: Architect, structural, MEP, civil, landscape, specialists

Agenda

1. Milestones + schedule check

2. Drawing/model review

3. Responsibility matrix

4. Decisions + owners

5. Delivery dates + next touchpoint

Prep checklist

• Publish the latest model and PDFs at least 24 hours beforehand

• Identify top five conflicts or risks

• Clarify file naming/exchange standards

Doodle setup

• Use Group Polls for multi-firm coordination (up to 1000 participants)

• Hide participant details if cross-firm privacy is preferred

• Booked meetings auto-sync to calendars with video links

Follow-up checklist

• Send updated models + a one-page decision log

• Use a Sign-up Sheet if you need structured consultant handback time slots

Best practices

• Keep the group small and phase-specific

• Weekly cadence in DD; biweekly in CDs

• Use Doodle 1:1 for breakout topics

Template 4: Contractor coordination and site meeting

Purpose: Keep construction moving, answer RFIs, review field conditions

Length: 30–60 minutes onsite + 30-minute review

Attendees: Architect/CA lead, GC PM, superintendent, key subs, owner rep

Agenda

1. Safety + access

2. Review work in place + mockups

3. Open RFIs + submittals

4. Changes + approvals

5. Action items

Prep checklist

• Bring current drawings, RFI log and camera

• Check weather + site access

• Have punch list tools ready

Doodle setup

• Use a Booking Page so the GC books recurring site meetings only when you’re available

• Add site address + parking details

• Use Doodle 1:1 for one-off sub meetings

On-site best practices

• Tie photos to action items

• Keep a simple field report template

• Send same-day summaries to reduce disputes

Template 5: Permit and planning pre-application meeting

Purpose: Clarify code questions and reduce resubmittals

Length: 45 minutes

Attendees: Architect, planning/building official, sometimes client or civil

Agenda

1. Project summary + zoning

2. Key code questions

3. Required studies + submittals

4. Timeline + review path

5. Next steps

Prep checklist

• Two-page brief with site plan + massing

• List code questions (with citations)

• Bring precedent approvals if helpful

Doodle setup

(Accurate: many agencies still require email to book.)

• Use Doodle 1:1 to propose a few time windows that respect both calendars

• Include the agenda in the invite; AI descriptions can help

• For multi-department meetings, send a Group Poll to align availability

Best practices

• Request written confirmation of interpretations

• Capture names + titles of attendees

• Send a short written summary

Common mistakes to avoid

• Too many goals in one meeting — stick to one primary outcome

• Long email threads — share a scheduling link instead

• No prep materials — send drawings/models at least a day ahead

• No reminders — enable auto reminders to prevent no-shows

• No decision log — close every meeting with owners + dates

Tools and solutions for faster scheduling

Booking Page

Ideal for client calls, paid consults, site walks

• Shows your real availability

• Adds video links

• Supports Stripe for payments

• Customizable working hours, buffers and locations

1:1

Great for single-person calls (city officials, subs, quick follow-ups)

• Offer a curated list of times

• Prevents double bookings

Group Polls

Best for design reviews + consultant syncs

• Invite up to 1000 participants

• Set deadlines + reminders

• Hide participant details

Sign-up Sheets

Useful for workshops, studio crits, vendor demos

• Create time slots with seat limits

• Participants pick a slot themselves

Helpful integrations

• Google, Outlook and Apple Calendar

• Zoom, Google Meet, Cisco Webex, Microsoft Teams

• Zapier → trigger tasks in Asana, Trello or Slack

Doodle Pro / Teams perks

• AI-generated agendas

• Custom branding + logo

• Ad-free experience

• Hide participant details

• Enterprise-grade security

Real-world examples

Residential studio

• Uses a paid 30-minute consult via Booking Page (Stripe) → higher show-up rate

• Uses Group Polls for concept reviews with couples

• GC books site walks only on Friday mornings via a custom Booking Page

Mid-size commercial firm

• Uses Group Polls quarterly to set weekly consultant syncs

• Uses 1:1 with two curated time windows for permit conversations

• Uses Sign-up Sheets during CDs for consultant handoff reviews

Community project

• Creates a Sign-up Sheet with 8 slots × 10 seats for an open house

• Doodle hides attendee details for privacy

Key takeaways

• Use five core meeting templates to protect time and reduce friction

• Pair each template with the right Doodle tool

• Send prep files and use auto reminders to avoid no-shows

• Log approvals, owners and dates at every meeting

• Collect payments for paid consults with Stripe

Get started with better scheduling

You don’t need more meetings — you need better ones.

Start using these five meeting templates for architects, plug them into your calendar and let Doodle handle the booking, reminders and video links.

Ready to simplify scheduling? Create your first template and send your link today.