Calendar Management for Virtual Assistants

Introduction

• Speaker: Aaron from SD office, a virtual assistant
• Role: Manage high-profile clients and frequently manage their calendars

Importance of Calendar Management

• Key Task: Calendar management is crucial to avoid double bookings and ensure clients are not overwhelmed
• Goal: Keep client diaries organized
• Outcome: Smooth day-to-day operations for clients

Labeling a Calendar Event

Importance

• Clarity: Ensures everyone is on the same page
• Standardization: Consistent labeling to avoid confusion

Steps to Create an Event

1. Open a New Event: Example given for Wednesday at 10 o'clock
2. Event Title: Labeling the event correctly
   • Use the format: Type of Event: Client Details
   • Example: Meeting: Paula Project → Bob Smith (Apple)

Detailed Label Components

• Type of Event: e.g., Meeting, Coffee, Conference Call
• Participants: Use arrows (→) or hyphens (-) to separate
  • e.g., Paula Project → Bob Smith (Apple)
• Company Details: Add the participant's company in parentheses

Setting Date and Time

• Confirm the correct date and time
• Adjust if necessary using Google Calendar's options
• Example time: 10:00-11:00

Time Zone

• Importance: Ensure the correct time zone is selected to avoid confusion across different regions

Adding Location

• Method: Use Google’s auto-suggest for known addresses, e.g., Disneyland

Additional Resources

• Course on Udemy: Comprehensive guide tailored for virtual assistants on managing client calendars
• Course Features:
  • Integrating canned responses
  • Adding buffers to client calendars
  • Scripts to improve efficiency

Conclusion

• Contact: Aaron, with f.viia office
• Recommendation: Check out the Udemy course for more in-depth strategies and tips on calendar management for virtual assistants.