Virtual Assistant for Calendar Management

Calendar Management

Managing your calendar, both professional and personal, is one of an entrepreneur’s greatest challenges. From providing reminders to scheduling appointments, virtual assistants can make it effortless for you.  They can:

1. Coordinate and schedule calls and appointments. This alone typically saves owners about 10 hours a week and keeps them from doing these tasks that they dislike. The key is to give your assistant rules about when and who. VAs also schedule calls for some team members.

2. Confirm appointments. A best practice is to give the virtual assistant a list of appointments to confirm, such as the next day’s appointments. This eliminates wasting time when the other party forgets or waits until the last minute to cancel.

3. Provide reminders about calls and appointments. There are times when you might forget to make a call, especially when out of the office or in back-to-back meetings. The virtual assistant can call or text you a few minutes before to ensure you don’t forget.

4. Reschedule calls and appointments. While you may try to avoid it, sometimes, you need to reschedule. Your VA can handle this for you.

5. Provide notice of schedule changes to others. The virtual assistant will also provide notice to the other party and get the rescheduled time confirmed.

6. Protect time. It can be hard for business owners to say no to someone who wants to meet for a coffee to “catch up.” The VA can be the bad cop.

7. Send and maintain a “pending list”. Each week, virtual assistants can send you a list of people that have not responded to requests for setting up a meeting or a call so you know when you need  to get involved.

8. Inform significant others when you will be  out of town. As part of a travel process, the VA gives significant others a calendar invite with the out-of-town dates along with flight and hotel details. This keeps them informed.