Calendar Management for Virtual Assistants

hey guys it's aaron from SD office and I am a virtual assistant and as a VA I work with tons of fast-moving and high profile clients and one of the tasks that I get asked to do most often is calendar management I'm talking setting up meetings on behalf of my client making sure their day runs smoothly but there's no double bookings and ensuring that they don't get burned out and go crazy because sometimes clients can have back-to-back meetings honestly guys I think calendar management is one of the cornerstones of being a virtual assistant if you work with clients and that's because it's so crucial to keep their Diaries straight in today's lesson I'm going to show you how to properly label a calendar event by the end of this video you will be able to create an event for your client that's so crystal clear that there will be no follow-up questions and I think you'll find that a standard way of labeling an event is a really great way to ensure that everybody's on the same page and if you liked the tip in this video you might want to check out the course it's perfectly tailored to virtual assistants who manage client calendars and I'll talk about it more at the end of the video we're gonna learn about the different parts of the calendar and how to keep it all uniform let's go through this together piece by piece let's open up a new event on Wednesday at 10 o'clock so single click double click however you want to open these details I want to make sure that you're looking at a Wednesday at 10 o'clock and we're going to pretend that your client has said to you I want to meet with my client Bob at Disneyland in California so 10 o'clock we're gonna set up a meeting with your client at Disneyland let's first start with the title this is what I like to call how to label an event the correct way now you will see different virtual assistants that you work with label things differently but this is the way that I like to do it and that's because it is consistent it's very clear so that no matter who is looking at the calendar we're all on the same page so if your client has said let's set up a meeting I would like you type in meeting and then follow that with a colon that indicates that your client knows exactly what this calendar detail is so if they're looking at the client quickly they won't mistake it for a phone call and they won't mistake it for a coffee they'll know right off the bat that this is a meeting at 10 o'clock then I would like you to include full details so if your client in this case Paula and you know your client will have a last name so let's just pretend for the purposes of this course that her last name is Project so I have meeting and then we go into with who we have the client to indicate that your client is meeting with somebody you can either use - or you can include these two arrows this is found on a u.s. keyboard between the N and the question mark and then you'll type in who they're meeting with so I think we mentioned that she wants to meet with Bob Bob Smiths and I like to add a whole other detail here so we've got your meeting what type of calendar event this is I also like to add in parentheses after each person's name the company that they're with that's because your client might not always know or remember who they're meeting with they might see an invitation that comes up that says Bob and I think who the heck is Bob Smith so rather than creating any additional confusion I like to add in parentheses the company that they work for in a real world event when your client emails somebody you can look at the person's email so look at that third person's email and it might have their company name in it so it might be Bob at [Applause] apple.com or Bob at Microsoft com whatever company they're with we're gonna go ahead and pretend that Bob works at Apple we're also going to pretend that your client works at Microsoft so to label an event properly let's do a recap we have first and foremost the meeting type whether it's a meeting a coffee a conference call whatever it is I want you to put that type here then we have who it's between so we your clients name the company that you and your client worked for and who they're meeting with and in this case I made up Bob Smith who works at Apple it leaves very little room for confusion which is exactly what you want now that we have these details together we're gonna come down here and we'll confirm that we have the correct date and the correct time and you see here that if I were to actually click on this date Google Calendar pops up a little calendar then it's here that we can change the date if we need to it's the same with the time when you click on the time you'll see different options and you can scroll through and click the appropriate time that your client wants to have this particular meeting but for this example we're gonna have them meet from 10:00 to 11:00 oh and it's the same here you can also indicate how long you want the meeting to be now it's crucial that you put the time zone that the meaning is taken place in and why is that well if we were to pick a different time zone the times would look completely different on your clients calendars go ahead and select the time zone that the meeting is taking place in next we're going to add a location and if you recall for this example I mentioned that your client wanted to meet at Disneyland Google does this really cool thing for you now or if you type in something that's a known address they'll pull it up for you right off the bat you don't even need to look up the address of course you are more than welcome to look up an address will type in Disneyland address California and we can simply copy and paste the address here thank you so much for watching this video guys and that clip that you just saw is actually from my course which is now up on udemy for virtual assistants it is all about managing client calendars on Google Calendar now my favorite part about the course on udemy is that it's not just the what it's also the how and I share with you my strategies that I've learned over the last six years of being a virtual assistants that I use with my own clients and these are strategies like how to integrate canned responses or how and why to add buffers to your clients calendar I even include things like scripts to help you work faster and more efficiently with your own clients so if you manage your client calendars or if you are new to Google Calendar or even if you are fairly well versed but you're looking for some strategies to help take your client management to the next level then I recommend that you check out the course and I'll toss the link in the description below again I'm Erin with f.viia office a place for virtual freelancers like you to get everything they need to kick-ass online

hey guys it&#39;s aaron from SD office and I am a virtual assistant and as a VA I work with tons of fast-moving and high profile clients and one of the tasks that I get asked to do most often is calendar management I&#39;m talking setting up meetings on behalf of my client making sure their day runs smoothly but there&#39;s no double bookings and ensuring that they don&#39;t get burned out and go crazy because sometimes clients can have back-to-back meetings honestly guys I think calendar management is one of the cornerstones of being a virtual assistant if you work with clients and that&#39;s because it&#39;s so crucial to keep their Diaries straight in today&#39;s lesson I&#39;m going to show you how to properly label a calendar event by the end of this video you will be able to create an event for your client that&#39;s so crystal clear that there will be no follow-up questions and I think you&#39;ll find that a standard way of labeling an event is a really great way to ensure that everybody&#39;s on the same page and if you liked the tip in this video you might want to check out the course it&#39;s perfectly tailored to virtual assistants who manage client calendars and I&#39;ll talk about it more at the end of the video we&#39;re gonna learn about the different parts of the calendar and how to keep it all uniform let&#39;s go through this together piece by piece let&#39;s open up a new event on Wednesday at 10 o&#39;clock so single click double click however you want to open these details I want to make sure that you&#39;re looking at a Wednesday at 10 o&#39;clock and we&#39;re going to pretend that your client has said to you I want to meet with my client Bob at Disneyland in California so 10 o&#39;clock we&#39;re gonna set up a meeting with your client at Disneyland let&#39;s first start with the title this is what I like to call how to label an event the correct way now you will see different virtual assistants that you work with label things differently but this is the way that I like to do it and that&#39;s because it is consistent it&#39;s very clear so that no matter who is looking at the calendar we&#39;re all on the same page so if your client has said let&#39;s set up a meeting I would like you type in meeting and then follow that with a colon that indicates that your client knows exactly what this calendar detail is so if they&#39;re looking at the client quickly they won&#39;t mistake it for a phone call and they won&#39;t mistake it for a coffee they&#39;ll know right off the bat that this is a meeting at 10 o&#39;clock then I would like you to include full details so if your client in this case Paula and you know your client will have a last name so let&#39;s just pretend for the purposes of this course that her last name is Project so I have meeting and then we go into with who we have the client to indicate that your client is meeting with somebody you can either use - or you can include these two arrows this is found on a u.s. keyboard between the N and the question mark and then you&#39;ll type in who they&#39;re meeting with so I think we mentioned that she wants to meet with Bob Bob Smiths and I like to add a whole other detail here so we&#39;ve got your meeting what type of calendar event this is I also like to add in parentheses after each person&#39;s name the company that they&#39;re with that&#39;s because your client might not always know or remember who they&#39;re meeting with they might see an invitation that comes up that says Bob and I think who the heck is Bob Smith so rather than creating any additional confusion I like to add in parentheses the company that they work for in a real world event when your client emails somebody you can look at the person&#39;s email so look at that third person&#39;s email and it might have their company name in it so it might be Bob at [Applause] apple.com or Bob at Microsoft com whatever company they&#39;re with we&#39;re gonna go ahead and pretend that Bob works at Apple we&#39;re also going to pretend that your client works at Microsoft so to label an event properly let&#39;s do a recap we have first and foremost the meeting type whether it&#39;s a meeting a coffee a conference call whatever it is I want you to put that type here then we have who it&#39;s between so we your clients name the company that you and your client worked for and who they&#39;re meeting with and in this case I made up Bob Smith who works at Apple it leaves very little room for confusion which is exactly what you want now that we have these details together we&#39;re gonna come down here and we&#39;ll confirm that we have the correct date and the correct time and you see here that if I were to actually click on this date Google Calendar pops up a little calendar then it&#39;s here that we can change the date if we need to it&#39;s the same with the time when you click on the time you&#39;ll see different options and you can scroll through and click the appropriate time that your client wants to have this particular meeting but for this example we&#39;re gonna have them meet from 10:00 to 11:00 oh and it&#39;s the same here you can also indicate how long you want the meeting to be now it&#39;s crucial that you put the time zone that the meaning is taken place in and why is that well if we were to pick a different time zone the times would look completely different on your clients calendars go ahead and select the time zone that the meeting is taking place in next we&#39;re going to add a location and if you recall for this example I mentioned that your client wanted to meet at Disneyland Google does this really cool thing for you now or if you type in something that&#39;s a known address they&#39;ll pull it up for you right off the bat you don&#39;t even need to look up the address of course you are more than welcome to look up an address will type in Disneyland address California and we can simply copy and paste the address here thank you so much for watching this video guys and that clip that you just saw is actually from my course which is now up on udemy for virtual assistants it is all about managing client calendars on Google Calendar now my favorite part about the course on udemy is that it&#39;s not just the what it&#39;s also the how and I share with you my strategies that I&#39;ve learned over the last six years of being a virtual assistants that I use with my own clients and these are strategies like how to integrate canned responses or how and why to add buffers to your clients calendar I even include things like scripts to help you work faster and more efficiently with your own clients so if you manage your client calendars or if you are new to Google Calendar or even if you are fairly well versed but you&#39;re looking for some strategies to help take your client management to the next level then I recommend that you check out the course and I&#39;ll toss the link in the description below again I&#39;m Erin with f.viia office a place for virtual freelancers like you to get everything they need to kick-ass online

Transcript for:Calendar Management for Virtual Assistants

Transcript for:
Calendar Management for Virtual Assistants