Calendar management isn’t easy, especially if you’re already juggling everything else in your business. As a business owner your time is precious and the last thing you want is to waste that available time on administrative tasks. But you also know that maintaining your calendar is crucial if you want to look professional and give your business a chance to grow. So, if you want a little help, here are 5 tips to help make your calendar easier to manage.
#1: Only use one online calendar app, as it will make your calendar easier to manage
If you’re creating calendars in several different places, you’re opening yourself up to potential mistakes. It’s far better to keep everything in one place, as it helps keep you organised and focused – and it minimises the risk of appointments getting lost.
An online calendar (such as Outlook via Microsoft365 Suite or Google Calendar) is easy to edit and you can switch things around, as needed. There’s also the added bonus that you can sync your calendar to your phone as well, so all your appointments will be available to see, no matter which device you’re on.
#2: Make use of multiple calendars
The beauty of an online calendar is you can set it up to accommodate your needs. If you want to make your calendar easier to manage, look to set up several calendar overlays within yours. That way, you can use one for your client bookings, another for your personal appointments, and a third for any mentoring or mastermind group calls you may want to attend.
The beauty of this is you can turn them on and off as needed. You can also choose which ones you want to share with others. So, you can create a calendar to plan out your to-do tasks for the day and overlay it on your calendar, without worrying about it being visible to others or blocking off your time as busy.
#3: Drop manual appointment booking if you want to make your calendar easier to manage
Booking appointments can be one huge time drain for you, if you’re doing it manually. Emailing available dates, waiting for a response, moving things around to fit appointments in – it’s a hassle! If you want to save stacks of time, opt for an automated booking system for client appointments.
Automated booking apps such as Acuity Scheduling or Calendly or Planner within Microsoft365 enable you to define several booking links, as well as attaching consultation forms and payment options, if needed. They will also only present clients with your available free appointment slots. And once they’ve booked, your calendar will be automatically updated, too.
#4: Stop booking back-to-back appointments
Just because you work between certain hours each day, it doesn’t mean you have to fill up every minute of that available time! Booking back-to-back appointments only works if you know that:
- the other person is going to be on time
- you’re not going to overrun on any of your appointments
- you are prepared to constantly be on the go
The problem is, we know that these things happen. You only need one appointment to run over and your entire day is then running late. And of course, non-stop appointments also mean you can’t even take a breather or have a toilet break, either. So, do yourself a favour and start scheduling a buffer between your appointments. Most calendar booking apps will enable you to set this up as standard.
#5: Let a VA manage your calendar for you
Of course, the simplest way to make your calendar easier to manage is to simply hand it over to a VA. They can easily manage it on your behalf. A VA can send you reminders the day before appointments and reschedule for you when there’s a crisis.
If you need directions to get to a client, your VA can send them over and send out any necessary paperwork the client needs, prior to their appointment. This is great if you need signed contacts or payments received before you go ahead. All you then must do is focus on being on time and wowing the client, as your VA will do the rest. [If you’re looking for help when hiring a VA, check out our blog post: Questions to ask a VA before you hire them.]
Calendar management isn’t easy, especially if you’re already juggling everything else in your business. It’s amazing how much time you can lose, sorting out appointments and organising your calendar. The tips above will help make your calendar easier to manage, but ultimately, if you want to totally free up your time, it’s much better to get a VA to manage it for you.
Calendar management is just one of the skills we can handle on your behalf, here at Virtual Hand. So, if you’re looking for a VA to manage your calendar for you, why not get in touch? Let’s have a chat and see how we can support you and your business, moving forward. You’ll find our contact details here.
Alternatively, let us help to get your inbox, calendar and to-do list organised with our Getting Organised Programme – made with you in mind.