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Automate Your Scheduling and Calendar Appointments

By Mary Mateus // Virtual Hero

Meaningful relationships are the backbone of any professional or business owner. We are in constant communication with stakeholders and clients, that is why it is essential to have effective channels of communication to engage with them. As you seek to improve processes in your company, delegating day-to-day scheduling responsibilities to your virtual assistant (VA) can benefit you in a number of ways.

Delegate your scheduling to a co-pilot.

The following are six functional activities that VAs can engage to help with scheduling.

Calendar app on tablet computer with planning of the week with appointments, events, tasks, and meeting. Hands holding device, time management concept, organization of working hours planner, schedule

Reduce back-and-forth moments to free up valuable time.

We are learning for our clients all the time. Here’s a quick and simple checklist to get started with a virtual assistant.

SCHEDULE SERVICE APPOINTMENT. Many people looking to connect are likely important. With that in mind, there are different tools that can streamline the scheduling process (e.g., Calendly, Doodle.com, Google Calendar, etc.). Based on your business-specific guidelines, VAs can: get in touch with different stakeholders via email, discuss potential dates for meetings, share your time availability in real-time, check the various time zones for your stakeholders, and set up appointments using the system of your choice.

VERIFY MEETINGS. Have you experienced last-minute canceling appointments from people? Do you feel that you frequently waste your time re-scheduling meetings? VAs can follow up with stakeholders and clients beforehand to remind them about upcoming reunions.

CORRESPOND WITH COWORKERS TO SET UP MEETINGS. Maintaining substantial relationships with co-workers is a key factor to develop a positive business climate. Our VAs support you in this process by setting up appointments with your colleagues, sending them the necessary reminders so that they stay tuned with all relevant aspects of your company, and following up with employees about specific processes for your business.

CLEAR YOUR CALENDAR AND NOTIFY EVERYONE IN EMERGENCIES. Getting in touch with people while you are out of town or in the middle of an emergency can compound your stress. Let our virtual assistant relieve some of the pressure by following up with colleagues and clients to check new dates for meetings, automating emails to let people know when they can reach out to you again, and making sure that all unattended events are arranged again.


SETUP DAILY ITINERARIES INCLUDING ACTIONABLES FOR TOMORROW. While it is true that maintaining a calendar is a useful tool to keep yourself organized, getting extra help from our virtual assistants will keep you up to date with all the important events of your business. Our wonderful team of VAs can keep an updated schedule on relevant activities that you and your team need to complete, automate daily itineraries reminders for essential tasks, and inform you about last-minute cancelations, if any.

HIGHLIGHT IMPORTANT EVNTS LIKE BIRTHDAYS. Finding a time to congratulate people on their birthdays or special dates can still be a challenge these days. Having said that, there are a lot of things that virtual assistants can do to help you take care of your important events. They can: keep a record of important dates, send you personal reminders, set up virtual appointments to talk to your loved ones, Write congratulation notes on your behalf, and search for gift ideas if necessary.

Schedule management is undoubtedly a critical building block for any professional and business owner. If you’re spending the bulk of your time scheduling appointments, then you may consider using the services of our virtual assistants. No matter what system you use, our talented professionals are here to assist you in this process.



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