Scheduling may seem a very simple task, but you who is a business owner, scheduling is surely not your priority. Scheduling appointments is actually a time-consuming task. As your business grows, you need to focus more on the important aspects of your business such as strategizing. However, there will be times when more people want to meet you—when you need to organize meetings with your co-workers or you have to schedule a time to speak with potential leads. And without interrupting your most important work, you need to delegate scheduling tasks to someone who has experience in calendar management and is trained for fast, error-free scheduling— and that is a virtual scheduling assistant.
Tasks a virtual scheduling assistant can do for you
A virtual scheduling assistant can do all these tasks for you to help you save more hours each week.
Your virtual assistant ensures that your meetings and other appointments are scheduled correctly. This service that they offer includes communicating with the people you’ll meet through phone or email. Your virtual scheduling assistant will make sure that there will be enough time if there will be necessary adjustments, and no overlaps with your other scheduled appointments.
As a business owner, you obviously have a lot of things on your plate. Your virtual scheduling assistant can send you reminders ahead of time about your appointments, meetings, or any important events that you need to attend.
Scheduling team events
Scheduling a group event is a time-consuming task— you have to ask each member of the team about their availability to avoid conflicts. Delegating this task to a virtual scheduling assistant can help you save time and stress from back and forth communication.
Your virtual scheduling assistant ensures that you always work on the most important tasks on your list. The virtual assistant can move items around your calendar and create a structure to highlight your most important activities.
Planning to attend a conference can take you a lot of time. Your virtual scheduling assistant can handle all the planning details to ensure your upcoming schedule runs smoothly.
Lunch meeting with foreign clients
Lunch meetings help you build stronger relationships with your clients which is why it is important to set up one. Your virtual scheduling assistant can set a lunch meeting with your clients and ensures that everything is well-taken care of.
Confirming appointments via email
Delegating this task to a virtual scheduling assistant can reduce your time spent on scheduling. When you want to confirm appointments with your leads or vendors, you can ask your virtual assistant to do it on your behalf through email.
The best tools a virtual scheduling assistant can use
Using a tool for scheduling makes it easier and more efficient. Here is a list of top tools for a virtual scheduling assistant to use.
Google Calendar is a popular choice to manage schedules and remember events of all natures, and since most in the business are using G Suit, Google Calendar is ideal for team collaboration.
Zoho Calendar is a calendar tool that is easy to use and is simple in design. Its features include the ability to share and sync schedules with external calendars. Moreover, it is also a great choice to coordinate with team members.
Specially designed for large groups, Doodle allows users to rank their preferred schedule with an option to give an explanation. It also allows you to see who you are waiting for to respond.
TimeBlocks allows you to manage your time and help you stay organized. Its features include drag and drop schedule changing abilities and stickers to make viewing your calendar even more quick and easy.
Being organized is necessary to everyone’s life most especially to busy people like business owners. Having a good schedule in place helps you avoid the feeling of being overwhelmed, which is why having a virtual scheduling assistant on your corner is a great choice. In addition, delegating scheduling tasks to a virtual assistant can save you time and helps you avoid headaches from adjusting schedules and back and forth communication.
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