Scheduling appointments and meetings may seem to be the most simple and basic of tasks, but it’s actually deceptively time consuming and can be very complex.
A good virtual scheduling and planning assistant can save you hours each week, and make you more productive by keeping your calendar organized and efficient.
At Zirtual, we know that scheduling items are usually time sensitive, so they are always given the priority over other tasks.
Our virtual assistants have years of experience in calendar management, and are trained on the most effective methods for fast, error-free scheduling.
We can help you with:
Scheduling meetings and conference calls
Sending out action items and daily itineraries
Managing calendars and appointments
We all have tasks that we don’t have time to do, we aren’t good at doing, or we just dislike. For most people, scheduling is at least one of those, if not all three.
By delegating the management of your appointment calendar to a Zirtual assistant, you free up your time for the things you’d rather do.
There’s a lot of buzz about AI scheduling programs, but so far the problems outweigh the benefits. Often, the complexity of managing multiple appointments and calendars requires the ability to reason, to adjust parameters, and to see potential problems before they arise.
Your Zirtual virtual assistant will be able to learn all your preferences and make real-time decisions based on your needs. Simplify scheduling within your own company
Often, the majority of meetings and conference calls that need scheduling are with other people in your own organization. You can skip all of the back and forth of trying to find available times for everyone by letting your Zirtual assistant handle it all.
Simply share them on all the calendars of your team or office, and your virtual assistant will find the best option for the meeting. They can also:
Add any notes, action items, links, and/or agendas in meeting invitations Send reminders to everyone before meetings Manage more than just your business schedule
Chances are, work meetings are not the only thing on your calendar right now. Every day, you have dinner reservations to be made, doctors appointments to schedule, and haircut appointments to book.
If sitting on hold to make an appointment is not on your agenda, let your virtual assistant take care of your personal scheduling as well.
The bonus? They can also keep track of which appointments are recurring (like a yearly checkup, or a monthly nail appointment) and take care of setting them without you even having to ask.
A well managed schedule isn’t worth very much if you don’t adhere to it or understand it, that’s why our VA’s go beyond simple scheduling.
Your Zirtual assistant can create daily itineraries for you that will help you be prepared for all of the items on your schedule.
By giving you an overview of the day’s or weeks coming events, they can remind you of action items that need to be completed before a scheduled meeting or call, and give you updates if any of the plans have changed. (“This meeting was bumped to tomorrow so your morning is free.” “Call him on his mobile phone because he is out of the office today.” etc.)
Your virtual assistant will also include all the pertinent info you need for all of your appointments right in your calendar, so the address of the office, your flight confirmation number, or the name the dinner reservation is booked under will be at your fingertips when you need it.
I surreptitiously emailed my VA with an impossible task. Well... to my amazement, she did it. The job now hangs proudly on our conference room wall and the team absolutely loved it.
Zirtual is simple, accessible and effective; working with Jessica has been great. She was quick to pick up the tools Bench uses and integrates herself in the way we work.
My clients, kids, husband and community are getting my very best. The rest? My VA takes care of. Every working parent needs a VA. Seriously.