4 Steps for Delegating Meeting Scheduling
Image from Peter Olexa
You’ve come to the right place if you are looking to save time and be more productive.
Benefits of Delegating Meeting scheduling
According to Northwest Executive Education, “Delegating effectively saves time, helps you as a leader and your team develop as professionals, prepares you to manage larger teams, and inspires employees and team members to perform better.”
How to delegate
So, how to delegate effectively? Delegating is essential, and we’re starting with one of the tasks you will feel the effect of a virtual assistant instantly.
We’ll talk about how to delegate meeting scheduling. You can now chose from numerous well-known meeting scheduling apps and tools alongside pros that can do it all for you.
And today, we are focusing on working with virtual assistants.
Here are some stats for you. Harvard Business Review lists that “executives spend an average of nearly 23 hours a week” in meetings.
So, who’s got time to schedule those? A study by Doodle reported that individuals can save an average of 15 minutes per meeting when using an automated scheduling tool.
Similar numbers are for delegating meeting scheduling to a virtual assistant.
INFO: COST OF HIRING A VA
Pro Tips
If you're an executive or small business owner who has never worked with an assistant before, it can be intimidating to put the tasks of scheduling meetings in another person's hands.
Rest assured, we have an easy tip for you that will make passing this off a breeze.
She’s A Given will help you with finding the perfect match for a virtual assistant. Drop us a line, and we will get you started in no time.
Once you have your VA ready, these are the four pro steps in delegating meeting scheduling.
Email like you normally would with the other party
Here’s an example:
Hey [Name of other party],
Congratulations on the recent fundraise. Have time to catch up this week or next?
-Signature
When you or the other party is ready to schedule, give your assistant a cue
Write the following words "I'm cc'ing my assistant [Name] to help with scheduling. "
If you have specific instructions re: timing include them here in the context of the email (this week, next week, 30 min, 1 hour, via phone, via Zoom, etc.)
Your assistant will take this as a cue to schedule
Have them reply and bcc you. This way, YOU will know that this is in motion and your inbox won’t be clogged up with the back-and-forth.
Here's an example:
Moving [Name of exec] to BCC.
Hello [Name of other party],
I hope you are well. Here are some times that work for [Name of exec] next week:
8/2: 10-11am, 11am-12pm, PST
8/5: 2:30-3pm, 4-5pm PST
Please let me know what works best for you and I'll send a calendar invite with Zoom/Phone details.
Thank you,
[Name of Assistant]
Once a time is decided on, have your assistant bcc you again when they respond to the other party
Here’s an example:
*assistant adds you to bcc*
"I have sent a meeting invite for 8/10 at 2pm PST."
Once you build trust with your assistant, you can skip the last step- but it's a really good building block for building said trust! These fool-proof steps are a great way to save time (and inbox space). Try this method out and let us know what you think!
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As a delegate, you can schedule a meeting by deciding on a date and time, sending out invitations to all attendees, and confirming their availability. You can also add agenda items, assign tasks, and create reminders for important dates.
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To schedule a Zoom meeting as a delegate, you can use the Zoom desktop or mobile app to start a meeting. Invite attendees by sending out the meeting link or by sending an invite email. Set the date and time, decide on a meeting type, and add any other details. Once everything is set, the meeting will be scheduled.
