How Can A Virtual Scheduling Assistant Help My Business? virtual assistant hire philippines va flix vaflix VA FLIX

How Can A Virtual Scheduling Assistant Help My Business?

 You need to get a better handle on your full-time schedule and set up a way to make appointments that doesn’t get in the way of the most important work you’re doing. What do you do? The easiest answer is that you can give someone else a lot of your work. The easiest answer is that you can give someone else a lot of your work. By working with a virtual scheduler or, in other words, a virtual assistant, you’ll be able to let someone else worry about the organization and prioritization of your schedule while you focus on the work.

But even then, it will help if you have a handle on your schedule. There are some basic essentials you’ll need to accomplish to do so:

  • Prioritizing: As your business grows, you have to decide which tasks are worth your time and which aren’t. This means that some activities you used to enjoy may no longer work with your full-time schedule.
  • Automation: Are there tasks on your list that could be done by a machine or someone else? If so, you’ll have more time to do the important work you need to do. You should also think about how you can use tools and software to automate your scheduling processes.
  • Organization: A good schedule is a way to plan your day in a well-organized way. It shouldn’t be a random list of things to do. Instead, it should have real priorities that make sense for the time you have.

There are some great ways to do this, especially if you get a virtual assistant to help you. Here’s everything you need to make it easier to schedule appointments, meetings, and more without interrupting your day: everything you need to make it easier to schedule appointments, meetings, and more without interrupting your day:

You can make your life easier by hiring a virtual scheduler.

Before you give a big part of your schedule to a piece of software or even a virtual assistant, you should first learn how to manage your own schedule.

Start by asking yourself what you want your schedule to look like. What do you want? You should take some time to think about what your perfect work day would be like. Clearly, not every day at work will be like this. You might not even do it very often. But if you know your goal, it will help you make the changes you need to make in your life.

For example, say you are a business owner who is used to working long hours. And your new goal is to always be done with work by 5 p.m. This could include a number of new rules, such as:

  • Finishing work at 5 p.m. every day, even if you still have things left on your plate. In this case, you would have to decide what work is most valuable every day which would lead to an improvement in the quality of your prioritization. In this case, you would have to choose what work is the most valuable every day, leading to an increase in the quality of your prioritization.
  • Getting the hard stuff out of the way. Maybe you don’t like taking free consultations with potential new clients, but you understand that it’s the “bread and butter” of your sales process. One option would be to use a tool like Calendly to only let these meetings into a certain part of your calendar. 

Why Incorporate a Virtual Scheduling Assistant?

You might look at the tips above and wonder why a virtual scheduling assistant needs to get involved. Because of this, it’s important to talk about what an assistant can add to your schedule. That’s why it’s worth talking about the different elements an assistant can bring to your schedule.

  • Administrative support. From handling the various aspects of your schedule to entering in new items manually, a virtual assistant lets you stay “hands-off” your schedule while it fills up. This means you’re free to focus on the daily to-do list, especially as you get in the swing of things.
  • Appointment scheduling. Don’t forget that a virtual scheduling assistant can also work with you to schedule outbound appointments. Do you need to follow up with a lead? Need to talk to another business? You can open up your schedule to a virtual assistant and let them make these appointments for you, reducing the time you spend on your own schedule every day.
  • Follow up automation. Some software will provide prompts for you to follow up with people. But what if you had someone take over that aspect of your schedule? From handling follow ups on internal work (say, with a project manager) to following up with potential clients, a virtual assistant will help ensure that people don’t fall through the cracks of your schedule.
  • Time zone coordination. At VA FLIX, we like to work with virtual assistants who are in a similar time zone to yours. But they can also help you make plans with people from all over the world. Let them handle making plans that work with different time zones so you can just set up appointments. But they can also help you coordinate your schedule with people all over the world. Let them do the scheduling that deals with time zone coordination, so you’re free to simply set appointments. 

The Benefits of Working with a Virtual Scheduler

This won’t be a problem if you work with a virtual scheduler who knows how to schedule things correctly. And it will mean avoiding mess-ups like these.

In addition to all of the great expertise a virtual scheduler can bring to your specific situation, it’s important to realize the benefits of using a virtual scheduler to take charge of your own schedule. In addition to all the great knowledge a virtual scheduler can bring to your situation, it’s important to know why you should use one in the first place. 

A poor schedule can be a leading contributor to stress, and 41% of workers with stress say it affects their productivity. As of 2019, about 46% of workers were thinking about joining the virtual world. And failing to have freedom of schedule can mean that you lose some of your own employees to the gig economy, draining your business of essential talent.

Having a good schedule in place can prevent procrastination, which helps avoid the feeling of being overwhelmed. For example, a virtual scheduler can help you set up a follow-up meeting that you might have forgotten about otherwise. This can help you avoid feeling overwhelmed or always behind on your work.

A good schedule should give you the feeling of being ahead. You should sometimes finish a day, look around, and ask, “What else? With all the scheduling assistants in your corner, that can happen.

How to Hire Your First Virtual Scheduling Assistant

With all that in mind, what are the next steps? With all of this in mind,

What do I do next if I want to hire a virtual secretary?

  • It’s simple: Fill out the VA FLIX Contact Form! This is an easy process, but if you have trouble with any part of it, one of our staffing managers will help you get to the next step easily.
  • Work with a staffing manager. You won’t feel like you’re missing out. Instead, we’ll help you along the way, especially if this is your first time hiring a virtual assistant and you aren’t sure where to start.
  • Hire your virtual scheduling assistant. Once you’ve figured out how to match your scheduling needs with a virtual assistant, you’ll be more certain that you’ve hired the right person.
  • Onboard your new hire. Onboarding is the most crucial (and often the most overlooked) aspect of the hiring process. Make sure your new virtual assistant is connected to your systems. Let them know your goals, what’s expected of them, and make sure that you empower them to make key decisions on your schedule so that you can start feeling the benefits.

With VA FLIX, you can start growing your business and cutting costs.


1. Meet your assistant

We’ll ask you some questions to find you a virtual assistant and a backup virtual assistant.

2. Create a workflow

You decide how to keep track of time, talk to your assistant, communicate, and share files with your assistant.

3. Start delegating

You have access to your virtual assistant 8am-5pm your local time. Start delegating tasks and grow as you need to.


Frequently Asked Questions about the Virtual Scheduling Assistant

Here are some of the most common questions people have about hiring a virtual scheduling assistant:

Why do I have to hire someone else? Can’t I just become a better scheduler myself?

Sure. The question is whether or not you are ready to live with the consequences. When you hire someone, it’s important to listen to what they know. A good virtual assistant for scheduling will know about tools and methods that will save you a lot of time. Even better, just giving away a lot of this work will give you more time. When these two things work together, they can make things go much more smoothly.

What if my schedule is too busy for someone else to teach me?

People who don’t want to delegate often use this as an excuse. They think that their own systems are too complicated and secret to show to anyone else. How could anyone do a better job than you? But then you might find that your own way of making plans isn’t perfect. If your schedule is too full, you might want to try getting a scheduling assistant as an experiment. Your schedule will be much better if it works. If not, you’ll have learned a lot about the problems with your system, even if it doesn’t work.

How do I hire someone else to do things I’ve already done?

If you’ve always done a long list of tasks yourself, make sure to write them down as you think of them. This will help you create an onboarding document that you can share with future assistants and employees. Think of this document as an investment in your success in the future. As your business grows, you’ll want to be able to give other people certain tasks. You will have to do it. It’s a good idea to start the process sooner rather than later.

Do I need an executive assistant full time or part time?

This is up to every person. We can’t say that everyone should do something. But VA FLIX does offer different levels of service, so you can always increase the amount of help you get each month. If you start small and build up, you’ll find an experience that fits your needs perfectly. 

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