Recently, I’ve started working as a full-time personal assistant in an EA org. I’d be really interested to hear any advice on how to reduce the amount of time scheduling takes up (currently 1 h of my day). Is there any advice for how to process scheduling requests, often over different time zones and with busy people? Calendly works for some situations, but is not really that helpful.
Of course I don’t know how much meetings you have to schedule, but spending 1h/day for scheduling meetings as a full-time PA doesn’t sound like a lot of time to me (? - would be interested to hear what others working in assistant roles think). Scheduling meetings and doing it well so that the person you are supporting doesn’t have to spend a lot of time on it themselves and don’t worry about, is one of the things where a PA really add value. I think there is a limit on how ‘efficient’ you can be with scheduling meetings while still making it as easy as possible for the people involved in the meeting, so I wouldn’t worry too much about spending some considerable amount of your time setting up meetings.
Besides using tools like calendly where appropriate the only other concrete piece of advice that comes to my mind is that is very useful to know the details of the preferences of the person (or people) you are scheduling meetings for, such as their prefered times for meeting, what kind of flexibility they have for other times of that’s needed/the only option due to timezones, etc.
Recently, I’ve started working as a full-time personal assistant in an EA org. I’d be really interested to hear any advice on how to reduce the amount of time scheduling takes up (currently 1 h of my day). Is there any advice for how to process scheduling requests, often over different time zones and with busy people? Calendly works for some situations, but is not really that helpful.
Of course I don’t know how much meetings you have to schedule, but spending 1h/day for scheduling meetings as a full-time PA doesn’t sound like a lot of time to me (? - would be interested to hear what others working in assistant roles think). Scheduling meetings and doing it well so that the person you are supporting doesn’t have to spend a lot of time on it themselves and don’t worry about, is one of the things where a PA really add value. I think there is a limit on how ‘efficient’ you can be with scheduling meetings while still making it as easy as possible for the people involved in the meeting, so I wouldn’t worry too much about spending some considerable amount of your time setting up meetings.
Besides using tools like calendly where appropriate the only other concrete piece of advice that comes to my mind is that is very useful to know the details of the preferences of the person (or people) you are scheduling meetings for, such as their prefered times for meeting, what kind of flexibility they have for other times of that’s needed/the only option due to timezones, etc.