How do you sync multiple calendars across different platforms and clients as a virtual assistant?
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As a virtual assistant, you may have to manage multiple calendars for different clients, platforms, and projects. This can be challenging, especially if you need to avoid conflicts, double bookings, and missed deadlines. How do you sync multiple calendars across different platforms and clients as a virtual assistant? Here are some tips and tools to help you streamline your calendar management and stay on top of your tasks.
Choose a primary calendar app
The first step is to choose a primary calendar app that you will use to sync and access all your other calendars. This app should be compatible with the platforms and devices that you and your clients use, such as Google Calendar, Outlook, Apple Calendar, or Calendly. You should also look for features that allow you to create, edit, and share events, invite and confirm attendees, set reminders and notifications, and integrate with other apps and services.
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Calendars are a must, but also look at using an appointment scheduler so that all meetings can be booked through this. Software like Once Hub gives you the opportunity to check multiple calendars on just one link, you can set regular meetings and also the all important rescheduling option will be sent to each meeting participant resolving the multiple issues and emails that arise when an emergency conflict arises.
Connect your secondary calendars
The next step is to connect your secondary calendars to your primary calendar app. These are the calendars that belong to your clients, platforms, or projects that you need to sync with your own. Depending on the app you use, you may be able to import, export, or subscribe to these calendars, or use a third-party tool or plugin to sync them. For example, you can sync Google Calendar with Outlook using Google Calendar Sync, or sync Outlook with Apple Calendar using iCloud for Windows.
Organize your calendars by color and category
The third step is to organize your calendars by color and category, so that you can easily distinguish and filter them. You can assign different colors to different clients, platforms, or projects, and use categories to group similar events or tasks. For example, you can use blue for client A, red for client B, and green for your personal calendar, and use categories like meetings, deadlines, or appointments. This way, you can quickly see what's on your agenda and prioritize your work.
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Be mindful not to overload your senses when using colours . Use a separate calendar to time block the week rather than adding everything to the calendar, this is super important if using call scheduling software.
Set your availability and preferences
The fourth step is to set your availability and preferences, so that you can avoid conflicts and double bookings. You can do this by blocking out your working hours, breaks, and holidays, and setting your time zone and notification settings. You can also use tools like Calendly or Doodle to let your clients book appointments with you based on your availability and preferences. These tools can also sync with your primary calendar app and send confirmation and reminder emails to you and your clients.
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Ensure to look at all features available on scheduling software and think ahead of what size your team might be or how you might use it in a years time. Costs can quite easily jump. Consider OnceHub and TidyCal as well as the industry favourite Calendly. Scheduling software really is once of the most productive additions to any business but there is an etiquette to dropping that calendar link - you can read more here https://www.linkedin.com/pulse/drop-like-its-hot-hayley-hudson?utm_source=share&utm_medium=member_ios&utm_campaign=share_via
Review and update your calendars regularly
The fifth step is to review and update your calendars regularly, so that you can stay on top of your tasks and changes. You should check your primary calendar app at least once a day, and make sure that all your secondary calendars are synced and up to date. You should also communicate with your clients and inform them of any changes or issues that may affect your schedule. You can use tools like Zapier or IFTTT to automate some of the tasks, such as sending emails, creating tasks, or updating spreadsheets.
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Automate as much as possible and review calendars before you push for business growth - can you really fit it all in. Reviewing calendars daily is a must however as a VA/PA/EA this at be part of your role to ensure your client is keeping accountable for what is in their calendar.
Use shortcuts and templates
The sixth step is to use shortcuts and templates, so that you can save time and effort when creating and managing events. You can use keyboard shortcuts, voice commands, or gestures to quickly add, edit, or delete events on your primary calendar app. You can also use templates or recurring events to create events that happen regularly or have similar details. For example, you can create a template for a weekly meeting with a client, or a recurring event for a monthly report.
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