How to achieve your ideal calendar isn’t as hard as you might think when you have a virtual assistant organising your commitments for you. Let’s face it, when you’re asked to squeeze in a meeting, a deadline or a coffee catch up, it’s easier to say yes.
Your VA on the other hand, while not saying no, will make sure your calendar works … for you (not everyone else).
It’s their role to map out your calendar to ensure both your core and non-core functions have plenty of time allocated to them, alleviating your worry and allowing you to maximise your productivity. We can also teach you how to automate some of your non-core tasks to free up your calendar even more!
Your Ideal Calendar in 3 Steps
As self-employed contractors, virtual assistants are experts in time management. We’re used to managing multiple tasks for a variety of clients while working towards deadlines, meaning we can help you reclaim your calendar and not be afraid of it! We do this by…
- Delegating & Automating: You’ll be surprised just how much delegating and automating non-core tasks to another party or system will free up your calendar. A VA will help you identify the best processes to delegate or automate and set up the transition with you.
- Removing Distractions: If your calendar lacks structure, there’s nothing stopping your workflow from being interrupted again and again. A VA can help you avoid being constantly pulled away by unscheduled calls and meetings.
- Prioritising: Your VA helps you spend your time how you chose to. You won’t feel forced to spend time on tasks and meetings that don’t focus on growth. Instead, you can prioritise your time to working in your genius zone more.
What Your VA Needs From You
You need to communicate to your VA exactly what your ideal calendar looks like, what your priorities and goals are. Think about…
- How is it categorised?
- Is it colour-coordinated?
- When does your workday start and end?
- When in the day are you most productive?
- Do other people need access to your calendar?
- Do you want to block your day?
- Do want to continue to use to-do lists and other organisational tools (e.g. physical diaries)?
- Do you want to use templates to structure your calendar?
- How much time do you want to dedicate to specific tasks each day (e.g. emails, meetings, admin, projects)?
- How many tasks do you want to include in your calendar? For example, do you want it to include everything you’ll do in a day or only things with a set timeframe like meetings?
You need to describe your ideal calendar in as much detail as possible for your VA to make it a reality. Then, your VA will use your expectations and priorities to turn your calendar into something flexible and adaptable.
When designing your perfect calendar, think of the big picture. Imagine that your week has a time budget. Just like with money, you need to budget your time so that you aren’t overworked and sacrificing valuable hours of sleep and leisure and family time. To optimise productivity, you have to make sure you are setting aside enough time for the work that brings you closer to your goals.
Need some inspiration to make this happen?
Imagine turning up for work each morning knowing your day is structured the way you want it structured.
Imagine what you could achieve with a calendar that’s organised in a way that compliments how you work best.