Do you frequently have feelings of being overburdened by your hectic schedule? Do you find it challenging to juggle the various obligations, such as client calls, team meetings, and appointment scheduling? Because there is just so much going on in your life, do vital things sometimes go through the cracks?
You’re not the only one.
The competing demands of our professional, social, and private lives for time on our calendars make it difficult for many of us to manage our schedules effectively. In addition, the modern, fast-paced business climate might make it challenging to keep track of everything on your plate. When you are the only person in charge of your schedule, it can be easy to forget what appointments are coming up or what deadlines need to be fulfilled if there is no one else to help you keep track of them.
However, there is a way out of this! A calendar management virtual assistant (VA) can be of assistance if you get the impression that you are being submerged in an endless sea of duties and meetings.
But first, let’s define calendar management.
What is calendar management?
Managing your calendar is, in a nutshell, the same thing as managing your schedule. This may appear to be a simple task. Still, suppose your to-do list is constantly being revised. In that case, unanticipated meetings keep cropping up at the last minute, or you cannot focus, you will find that it is anything from simple. Calendar management calls for excellent organizational abilities as well as self-control.
How can a virtual assistant assist you in managing your calendar?
There are many different ways in which a Virtual Assistant might assist you in the management of your schedule. From the function of a full-fledged personal assistant, they are responsible for organizing documentation and setting reminders. A virtual assistant can schedule appointments on your behalf by assisting on an as-needed basis during crises and calling clients to postpone or cancel appointments during periods of sickness. They can also reschedule appointments in case trouble occurs with your workplaces, such as mechanical problems or natural disasters.
It is expected that when you are in high demand, it is simpler for a Virtual Assistant to deny meeting invitations on your behalf than for you to do so on your own. Also, giving clients a swift “I’ll get my Virtual Assistant to contact and arrange things” or “give my Virtual Assistant a call, and she’ll manage to blend you in” can be a great way to deal with the aftereffects of being “that person” who over schedules and books appointments they cannot keep. It is because offering clients a quick “I’ll get my Virtual Assistant to call and set something up” or “give my Virtual Assistant a call, and she’ll try to fit you.
A Virtual Assistant can assist you in managing your schedule in many different ways, including the following:
Set your appointments
Okay, I acknowledge that this particular point is so fundamental that it does not require further explanation. It’s just that there are times when the essential things do need to be stated. Suppose your Virtual Assistant has access to your calendar (I always recommend that my clients use Google Calendar). In that case, they will be able to verify your availability, issue meeting requests, and ensure that you have adequate time to get from one appointment to the next.
Make bookings on your behalf
Because attendance at meetings is not the only need in some situations, you may need to make reservations for accommodation, transport, equipment, or even a table at a restaurant. Whatever it is, a Virtual Assistant can book it for you. Once they know your preferences about likes, wants, and places, they will see whether you require a screen to go along with that projector, want a table outside, or constantly check luggage.
Reorganize, reschedule or cancel
Because your meeting went beyond its allotted time, the other person you were supposed to meet with is sick, or the room you had reserved isn’t available. A Virtual Assistant can handle all of that for you. They can call the person you are scheduled to meet with next and let them know that you will be late for the appointment; if necessary, they can even reschedule it. A Calendar Management Virtual Assistant can look at your calendar, inform you that you will not be able to keep all of your appointments, and then work with you to reschedule or cancel those meetings as required.
Routine activities for further engagement
You’ve finished your meeting, and now you’re faced with making a new sale, putting together a proposal, or producing further documents. When it takes you to make a quick phone call or send an email between meetings, your Virtual Assistant might already have the tasks added to their to-do list. After that, you won’t have to worry about it, and the satisfaction of your customers will continue to be high.
These are merely a few of the more essential things that a Virtual Assistant can do to assist you in the management of your calendar. There are also many less obvious ways a Virtual Assistant might bring value.
Final words
Once you’ve mastered these specifics, you’re ready to go forward. Document a procedure that both you and your Virtual Assistant are satisfied with. After that, you’re all set to go! When dealing with a new person, it’s a good idea to double verify anything you’re unsure about. Getting things running correctly may also require a little tweaking in the early stages. As you and your virtual assistant grow more familiar with one other, your appointments will run more smoothly, allowing you to be more at ease and making your clients feel more confident.
GoVirtuals is a 100% Filipino-owned Virtual Assistant Agency that provides remote staff for various tasks, including calendar management. Nominated by the prestigious Welp Magazine for the Best 2021 Virtual Assistant Startups, GoVirtuals continues to thrive despite previous global challenges.
If you need someone reliable enough to handle your appointments and schedules, book a discovery call now with one of GoVirtuals’ Outsourcing Specialists!
