June 24

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How To Have Your Virtual Assistant Manage Your Calendar Effectively

Are you an entrepreneur struggling with a chaotic calendar? A remote executive assistant can be a game-changer! This guide will walk you through how to delegate your calendar management effectively.

Introduction

Feeling overwhelmed by managing your calendar? A remote executive assistant can free up your time to focus on higher-level tasks. This blog post outlines a step-by-step process to delegate your calendar and maximize productivity.

Choosing the Right Tool

  • Select a Suitable Calendar Tool: Choose a calendar tool that you and your remote executive assistant can use comfortably. Popular options include Google Calendar, Calendly, or tools specific to your business needs.
  • Ensure Compatibility: Both you and your remote executive assistant should be able to access and edit the calendar easily.

Creating the System

  • Clear Communication: Communicate your preferences to your remote executive assistant, including:
    • Ideal working hours for meetings.
    • Preferred time slots (focus hours, buffer times).
    • Personal days and blocked-off times.
  • Map Out Recurring Events: Schedule regular meetings, check-ins, and important dates.
  • Template Frequently Used Events: Create templates for booking calls, discovery calls, and onboarding calls.
  • Contingency Plans: Establish protocols for rescheduling due to illness, vacations, or unforeseen circumstances.

The 10% Test

  • Test Understanding: As your remote executive assistant starts managing your calendar, test their understanding with a small sample (10% of your calendar).
  • Review and Feedback: Review their work and provide feedback to ensure they're on the right track.

Creating Templates

  • Email Templates: Develop templates for emails associated with calendar management, including rescheduling emails, meeting invites, and automated responses based on contingencies.

Daily and Weekly Check-Ins

  • Initial Training Phase: Have daily 5-minute check-ins for your remote executive assistant to walk you through calendar changes.
  • Transition to Weekly Check-Ins: Gradually move to weekly check-ins for progress updates and course correction.

Document and Iterate

  • Standard Operating Procedure (SOP): Have your remote executive assistant document the calendar management process, including preferences, templates, and assets needed for effective management.
  • Continuous Improvement: Encourage your remote executive assistant to iterate and improve the SOP through testing and adjustments. This documented system will simplify onboarding for future assistants and reduce your dependency on a single assistant.

Conclusion

Delegating your calendar management to a remote executive assistant starts with clear communication of your priorities. With a well-defined system and ongoing feedback, your remote executive assistant can become an extension of yourself, freeing you to focus on strategic work.


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2xyou, 2xyou remote services, EA, executive assistant, How To Have Your Virtual Assistant Manage Your Calendar Effectively, outsourcing, outsourcing services, VA, virtual assistant, virtual employee, working with a virtual assistant


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