How You Can Outsource Your Calendar & Schedule to a Virtual Assistant

How You Can Outsource Your Calendar & Schedule to a Virtual Assistant

As a business owner, your day is likely to be filled with constant emails, projects and meetings. Without effective calendar management, your day could easily spin out of control leaving important emails unread and customers upset. Instead, your daily schedule should stay organised while you continue to make most of your workday.

But… you don’t have to do it all on your own. In our latest video, the CEO of Outsourcing Angel, Linh Podetti, discusses how you can outsource your calendar management, scheduling and appointment bookings to a Virtual Assistant to help you be more productive. Check out the video below.

Too Busy For Admin? Virtual Assistants Can Effectively Manage Your Calendar Bookings

Calendar management, scheduling and appointment bookings can be a real-time waster and a hassle for business owners. Virtual Assistants can take the weight off your shoulders and help you with any tasks from setting appointments to travel arrangements.

“You and your sales team should be focusing on sales, not admin work. Your VA can handle everything else in between”
Linh Podetti

Here are just come of the possible tasks that your VA can help you with:

  • Communicating with current and potential clients
  • Answering their inquiries
  • Updating CRM system with client notes
  • Keep records of all activities and tasks
  • Use Email scripts to send out to potential leads
  • Send follow up emails
  • Book appointments with current and potential clients
  • Sync bookings to Calendly and Zoom, based on preferences
  • Booking meeting rooms
  • Organise flights
  • Manage accommodation booking
  • Email appointment reminders
  • Reschedule meetings based on availability
  • Help with presentation materials for the meetings
  • Manage calendar availabilities and book appointments accordingly
  • Schedule in leisure days
  • Continuously improve email scripts to send to clients

FREE Step-by-step Guide on Outsourcing Your Email and Calendar

If you would like an easy-to-follow guide on the exact steps to take when you delegate your inbox and schedule to a Virtual Assistant.

Here’s a FREE guide we’ve created for you to hit the ground running! The guide includes:

  • Examples of VA Profiles, tools and experience
  • Worksheets to help you cover all the tasks, responsibilities and qualities you’ll need from the VA
  • End-to-end steps from preparation, recruiting to working with your VA.

5 Steps to Get Your Virtual Assistant Started

Here are the five basic steps you can follow if you’re ready to start working with your VA.

1. List your Appointments

The first step to working with your Virtual Assistant is to make sure they are across all the types of appointments you regularly get asked to attend. This can include internal team meetings, podcasts interviews and new or existing connections. Make sure your Virtual Assistant understands the different guidelines and requirements for each meeting.

2. Use a Video Conference Tool

Utilising a video conference call tool can help you and your Virtual Assistant schedule meetings and appointments more efficiently. Possible tools could include Google Calendar and their Google Hangout options. At Outsourcing Angel, our go-to tool is Zoom. You can sync your Zoom to Google, so when you create an event, it automatically creates a Zoom meeting link. So easy!

3. Give them a Company Email

Step number three is to give your Virtual Assistant a company email, which will ensure you keep the professionalism of your business. You can choose whether to give them an email using their own name or a general one, like admin or info@companyname.

4. Utilise a Messaging Tool

Using a messaging tool, such as Slack or WhatsApp, will be a game-changer to working with your Virtual Assistant. If you need any appointments cancelled or changed, include input notes to your CRM or want to update your guest with new information, using a messaging tool will ensure that communication with your VA is much faster and more efficient.

5. Training and Patience

Keep in mind, just like hiring any new employee, it takes training and patience to get your new staff up to speed. It is important to spend some extra time with your Virtual Assistant in the beginning stages so that they are clear on your expectations, how to address and communicate with your contacts when to send calendar reminders, followups and ensure downtime between meetings.

Productivity | More work in less time

We’d love to help you be more productive with your business by finding your perfect Virtual Assistant to take over your calendar and scheduling responsibilities. Book a FREE Discovery Call with us today and let’s have a chat!

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