In the Team situation, a monthly, weekly or even daily meeting may prove useful, at a previously planned point in time. Video conferences may be a possibility over long distances.
Allowing yourself and others a proper length of time to accomplish a task properly, is vital.
To give advanced notice of requirements of other people is essential, if they too are planning their time effectively.
If a meeting is required between any two individuals, it is best that time elapses between the request and the actual time and date, where sensible and possible.
However, urgent meetings are sometimes essential to avoid a crisis situation developing, hence the need for flexibility.