Calendar management isn’t something entrepreneurs and executives instinctively know how to do. It’s a strategy that takes time to master and it’s never completely finished – there’s always something you’ll want to tighten or tweak. That’s why so many entrepreneurs and executives are understanding the value, not to mention the time saved, by handing over their calendar management to a Virtual PA.

No matter what stage you’re at with your calendar management, whether you’ve handed it over to a Virtual PA or are still managing it yourself, here’s 5 common mistakes that are often overlooked.

#1: Not adding everything in

We like to assure ourselves into thinking that we have our brain well trained. If we want it to remember something, it will – but only until the next ‘important’ thing comes along! Our brain will only consciously retain a certain amount of information, before it replaces it with something else, so don’t make your appointment and meeting times, one of those replaced things. You need to add everything important into your calendar, because if you’re relying on your brain to remember, the chances are it won’t.

#2: Too many fingers in the calendar pie

Calendar management will only be as effective as the person who’s managing it – and if there’s too many people involved, it isn’t going to work. Far too often multiple people are given authority and access, to make changes to meetings and appointments in an executive’s calendar. If you want your calendar to run smoothly, ensure only one person is responsible for managing it.

#3: Not allowing enough time for things to overrun

Another common mistake many entrepreneurs and executives make, is to believe that everything will end on time. The problem is, things do overrun. There could be hiccups with the audio and sound equipment, a meeting may create a lot of questions that need answering or there could be more feedback and interaction than initially expected. That’s why you need to factor additional time ‘buffers’ for overrunning events, into your calendar appointments.

#4: Not scheduling breathing space

It’s not just overruns you need to factor in, you need to factor in general breathing space for yourself too. Transport can be delayed, you may get caught on a long phone call or you might just want a breather, before your next meeting. It’s therefore a smart management strategy, to avoid booking in back-to-back appointments and factoring in regular breathing spaces throughout your day.

#5: Running several separate calendars

Whether you opt for a home calendar and work one, or want to have a paper calendar and an online one, running separate calendars isn’t a great idea. Not only will appointments get missed, there’s always a risk that there’s going to be overlaps and confusion. If you do need to have separate calendars, make sure you’re creating them as sub-calendars, that sync to one location. And if you want to have a copy for yourself, get it synced to your phone or tablet.

Could you identify with any of today’s calendar management mistakes? Maybe you’ve decided that calendar management isn’t the best use of your time and you’re ready to hand your calendar management over to Virtual PA? If so, why not head on over to our website and see how we can work with you!

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