Internal Comms & Meetings

How to schedule meetings across timezones as Asset Management Founders

Internal Comms & MeetingsFor Asset Management Founders3 apps12 steps~24 min to set up

As an emerging fund manager, you're coordinating across LP advisory board members in New York, London, and Singapore, portfolio company CEOs in every timezone, and service providers (lawyers, auditors, prime brokers) who keep banker's hours. You don't have an EA routing these requests. You're personally fielding 'when are you free?' emails from three continents, manually checking your calendar against a mental map of who's in what timezone, and still showing up to calls where the other person booked the wrong time because they didn't account for daylight saving. Every hour you spend on scheduling logistics is an hour you're not doing diligence, managing LP relationships, or running your portfolio.

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Internal Comms & MeetingsFor Asset Management Founders3 apps12 steps~24 min to set up

Outcome

What you'll set up

A public booking page synced to your Google Calendar that shows available slots in the booker's local timezone — no back-and-forth, no manual calendar checks, no DST confusion

Distinct meeting types for LP intro calls, portfolio company check-ins, and service provider reviews, each with its own duration, buffer rules, and confirmation messaging

Automated post-meeting notes with decisions, action items, and a searchable archive — so that when an LP asks 'what did we agree in December?' you can pull the exact summary in ten seconds

The Starch recipe

Apps, data, and prompts

The combination of Starch apps, the data sources they pull from, and the prompts you use to drive them.

Apps used

Scheduling Meeting Notes Email Agent

Data sources & config

Starch connects directly to your Google Calendar via scheduled sync so your booking page reflects real-time availability. Calendly-style availability rules are set inside Starch's Scheduling app. Meeting Notes connects to your recorded calls; the Email Agent connects to Gmail via scheduled sync and queries it live when drafting confirmations and follow-ups.

Prompts to copy

Set up a booking page for my fund. I want three meeting types: a 20-minute LP intro call, a 45-minute portfolio company operating review, and a 60-minute LP quarterly update. Block 15 minutes of buffer after every meeting. I'm based in EST and my availability is Tuesday through Thursday, 9am to 4pm. Display available slots in the booker's local timezone automatically.

After every meeting I take through my booking page, transcribe the call, generate a one-paragraph summary of what was decided, extract all action items with the name of the person responsible, and save everything to my meeting archive tagged by meeting type (LP, portfolio company, or service provider).

When someone books a meeting with me, draft a confirmation email that includes the meeting agenda, a reminder to review the relevant data room section if it's an LP call, and a calendar invite with the Zoom link. Send it automatically when the booking is confirmed.

Run these in Starch → or paste them into your favorite agent

Walkthrough

Step-by-step

1 Connect your Google Calendar in Starch — Starch syncs your calendar on a schedule so your booking page always reflects your true availability, including existing LP calls, board meetings, and personal blocks.

2 Open the Calendar Management starter app and describe your three meeting types: LP intro (20 min), portfolio company operating review (45 min), and LP quarterly update (60 min), with your EST availability window and 15-minute buffers.

3 Tell Starch to display available slots in the booker's local timezone automatically — so your Singapore-based LP sees slots in SGT and your London co-investor sees GMT, with no conversion math on either side.

4 Publish your booking link and add it to your email signature, fund deck footer, and any LP update emails you send — from this point forward, 'what time works for you?' becomes a link, not a thread.

5 Connect the Meeting Notes app and tell Starch: 'After every call booked through my scheduling page, transcribe the meeting, write a one-paragraph summary of key decisions, and extract action items with owner names.'

6 Tag each meeting archive entry by type — LP, portfolio company, or service provider — so you can search 'what did we agree with [LP name] in Q1' and get the exact summary without hunting through your notes app.

7 Wire the Email Agent to Gmail via Starch's scheduled sync and prompt it: 'When a new meeting is booked, draft a confirmation email with the agenda relevant to that meeting type and send it automatically once I approve the draft.'

8 Set the Email Agent to flag any reply to a booking confirmation that asks to reschedule, and draft a response offering three alternative slots from your live calendar — so you stay out of the back-and-forth even when plans change.

9 Before your next LP quarterly cycle, prompt Starch: 'Find all LP quarterly update meetings from the last 90 days in my meeting archive, pull the action items assigned to me, and draft a status update for each one' — your prep work is already half-done.

10 For portfolio company CEOs who want recurring monthly check-ins, tell Starch: 'Set up a recurring 45-minute portfolio company review for [company name] on the first Tuesday of every month, send them the booking link for the first occurrence, then auto-book subsequent ones from my calendar' — one prompt, no monthly rescheduling emails.

11 At the end of each week, prompt the Email Agent: 'Review all meeting notes from this week, identify any action items I own that haven't been marked complete, and draft a follow-up email to the relevant person if the deadline has passed.'

12 When a new LP is introduced by a co-investor or referral, the booking link handles the first meeting automatically — no EA required, no manual calendar coordination, and the post-call summary goes into your CRM-ready meeting archive the moment the call ends.

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Worked example

Q1 2026 LP road show — scheduling across four timezones in five days

Sample numbers from a real run

LP intro calls booked via scheduling link (no manual coordination)	11
Minutes spent on 'when are you free?' emails	0
Timezone errors (wrong time shown to booker)	0
Post-meeting summaries auto-generated by Meeting Notes	11
Action items surfaced and assigned automatically	34
Follow-up emails drafted by Email Agent within 2 hours of each call	11

In February 2026, the fund manager is preparing for a Q1 close and needs to run 11 LP intro calls across New York, London, Dubai, and Singapore in a single week. Previously this meant 3-4 back-and-forth emails per LP just to land a time, plus manual DST checks for each timezone. With Starch's Scheduling app connected to Google Calendar, the manager shares a single booking link in each introductory email. All 11 LPs book themselves — 7 into EST slots, 2 into GMT-adjusted windows, and 2 into SGT-adjusted windows — with no timezone math required on either side. Each confirmation email, drafted by the Email Agent, includes the data room link and a one-paragraph agenda. After each call, Meeting Notes generates a summary (average: 4 sentences, 3-6 action items per meeting). By end of week, the manager has a searchable archive of 11 calls, 34 action items with owner names, and a clear picture of which LPs are moving toward commitment — all without a single 'did we discuss this?' follow-up.

Measurement

How you'll know it's working

Time from LP introduction to first meeting booked (target: under 24 hours with a booking link vs. 3-5 days via email thread)

Timezone-related no-shows or wrong-time joins per quarter (target: zero)

Percentage of post-meeting action items captured and assigned within 30 minutes of call end

LP response rate to follow-up emails drafted by Email Agent vs. manually written

Hours per week spent on scheduling logistics (baseline vs. post-Starch)

Comparison

What this replaces

The other ways teams handle this today, and how the Starch version compares.

Calendly + Otter.ai + Gmail manual

Calendly handles booking but you're still manually copying meeting notes into your CRM and writing follow-up emails yourself — three separate tools with no shared context, which means action items fall through the cracks between them.

Microsoft Bookings + Teams transcription

Works if your entire LP base is in the Microsoft ecosystem, which emerging fund LPs almost never are — and it doesn't connect your meeting summaries to your investor reporting or email workflow without manual exports.

Notion calendar + manual meeting notes

Flexible but entirely manual — you're still the one typing the summary, extracting action items, and remembering to follow up, which defeats the purpose when you're running a fund solo.

Juniper Square or Addepar scheduling features

These platforms aren't built for scheduling across external parties like LPs and portfolio CEOs — and they cost $50k+/year for a suite designed for funds with a dedicated ops team, not a two-person emerging manager.

On Starch RECOMMENDED

One platform — scheduling, meeting notes, email agent all running on connected data. Setup in plain English; numbers stay current via scheduled syncs and live agent queries.

Try it on Starch →

FAQ

Frequently asked questions

Does the booking page actually show times in my LP's local timezone, or do they have to do the conversion?

Starch's Scheduling app detects the booker's timezone from their browser and displays available slots in their local time automatically. Your LP in Singapore sees SGT; your co-investor in London sees GMT. You set your availability once in EST and the conversion happens on their end without any configuration per booker.

What happens if an LP books the wrong meeting type — say, a 20-minute intro when they meant to book a 60-minute quarterly update?

Each meeting type has its own booking link, so you can include the right link in the right context. If someone books the wrong type, the Email Agent can be prompted to flag any mismatches — for example, 'if an existing LP books an intro call instead of a quarterly update, draft a note asking if they meant the quarterly update slot' — so you catch it before the call.

I record my calls in Zoom. Does Meeting Notes work with Zoom recordings?

Zoom is reachable from Starch's integration catalog with 3,000+ apps, so the agent can query your Zoom recordings live when your Meeting Notes workflow runs. Describe what you want: 'After each recorded Zoom meeting, pull the transcript, summarize decisions, and extract action items' — and Starch assembles it.

I'm not SOC 2 certified — is Starch?

Starch is not SOC 2 Type II certified today. That's worth knowing if your LPs are institutional and have vendor security requirements. It's on the roadmap. If SOC 2 is a hard requirement for your fund right now, that's an honest constraint to weigh.

Can this handle recurring monthly portfolio company check-ins, or is it just one-off bookings?

You can prompt Starch to set up recurring meetings — for example, 'schedule a 45-minute portfolio company review with [CEO name] on the first Tuesday of every month and auto-create the calendar event.' For cases where the portfolio company CEO needs to pick the time each month, you send them the booking link and the recurring logic lives in how you use the calendar event, not the booking page itself.

What if a portfolio company CEO or LP is on Outlook instead of Google Calendar?

Starch connects directly to Outlook via scheduled sync, the same way it connects to Google Calendar. If you're on Outlook, you can wire the Scheduling app to your Outlook calendar instead of Google Calendar. Your bookers don't need to be on any specific calendar platform — they just pick a slot from your booking page.

Will meeting summaries actually be accurate enough to share with LPs or portfolio companies?

Meeting Notes generates summaries for your own use first — as a searchable archive and action item tracker. Whether you share the summary directly with an LP or portfolio CEO is up to you. The summary captures decisions and action items accurately enough for internal reference; most managers use it to prepare follow-up emails rather than forwarding the raw summary, which is what the Email Agent drafts for you anyway.