David Hedlund’s Post

Boost Your Meetings Productivity with Meeedly! Tired of wasting hours trying to find the perfect time for meetings? Say hello to Meeedly, your ultimate solution for smarter, faster, and more productive scheduling. 🚀 🔑 Key Benefits: ✅ Streamlined Scheduling: Find the best time for group meetings without endless back-and-forth emails. ✅ Seamless Integrations: Connect with Microsoft 365 and Google Calendar for real-time availability. ✅ Custom Buffers: Add buffer times to avoid back-to-back meetings and stay refreshed. ✅ Smart Analytics: Gain insights into your team's meeting patterns for better planning. 💡 Meeedly isn't just a scheduling tool—it's your meeting productivity partner. Whether you're an executive managing a packed calendar or a personal assistant looking to save time, Meeedly ensures you focus on what matters most. 👉 Ready to revolutionize the way you meet? Try Meeedly today and transform chaos into clarity! 🌐 Visit Meeedly.com #Productivity #Meetings #Meeedly #TimeManagement

As a founder/CEO, your calendar isn’t just a tool - it’s your command center. But it shouldn’t feel like a game of Tetris where every block is a meeting and there’s no pause button. Here’s the system I’ve fine-tuned over 7+ years to: → visualize my day at a glance → differentiate virtual and in-person meetings → and hold myself accountable for what gets done (or doesn’t) Most of us use calendars to plan. Few of us use them to stay accountable. The fix? Color-coding your calendar. Here’s the ridiculously simple system I swear by: 🟨 Yellow = Default 🟥 Red = I need to be there in person 🟩 Green = Done (the dopamine hit is real when you mark it!) When I wrap up a task, I turn it green. If it’s not green? Two choices: 1. Reschedule it 2. Leave it behind This system isn’t just about accountability - it’s about clarity. One glance at your calendar and you’ll know: → what’s coming → if it’s virtual or in-person → and how much you’re really getting done I’ve helped clients implement this, and the results? → Clarity about their priorities → Productivity like never before → Peace of mind knowing nothing’s slipping through the cracks Ready to take back control of your time? Start with just 3 colors: - Default - Completed - Physical presence Let me know how it goes.

Day 17 #ALXVaprogram: Mastering Calendar Management As a virtual assistant, managing a client's calendar is vital for maximizing productivity and efficiency. On Day 17 of the ALX VA program, I refined my calendar management skills to ensure seamless scheduling and optimal client outcomes. Steps to Effective Calendar Management: 1. Review and access client schedules. 2. Plot recurring meetings (daily, weekly, monthly). 3. Schedule break times. 4. Create customizable templates. 5. Conflict resolution: Identify and resolve scheduling conflicts. 6. Consider time zone differences (Savvy Time and similar tools). Key Takeaways: 1. Coordinated scheduling: Accurate and timely appointments. 2. Conflict resolution: Prioritizing client needs. 3. Time zone management: Seamless multi-time zone coordination. 4. Communication expertise: Transparent client, stakeholder and team communication. 5. Task automation: Enhancing efficiency with tools. Essential Tools and Software: 1. Google Calendar 2. Microsoft Outlook 3. Calendly 4. Trello 5. Asana 6. Motion 7. Savvy Time 8. Doodle To further enhance my skills, I've set up my calendly account,collaborate with me via https://lnkd.in/diwDvDUX Best Practices for Labeling Calendar Events: 1. Event type (meeting, call, appointment) 2. Manager's name 3. Client's name 4. Company name By mastering calendar management, I enable clients to: 1. Focus on high-leverage activities 2. Drive business growth 3. Achieve success #VirtualAssistant #CalendarManagement #Productivity #Efficiency #ALXVAprogram #Day17 #VAtraining #RemoteWork #BusinessSupport #ClientSuccess

MASTERING CLIENT CALENDAR MANAGEMENT! Still on Week 3, ALX VA Program This morning, I honed my skills in calendar management, ensuring seamless scheduling for clients. Key takeaways: 1. Avoiding meeting collisions is a superpower! 2. Knowing the right time zone for client locations is crucial! Did you know? Incorrect time zones can lead to missed meetings, frustrated clients, and lost opportunities. To stay on top of scheduling, I'm exploring top tools: > Doodle: A simple scheduling tool that helps you find the best time for group events like board meetings, webinars...you can also create a poll with possible dates and time to help participants choose what works best for them.. > Calendly for streamlined scheduling, by providing a link where others can book time with you.. > Savvy Time for intelligent time-blocking, for scheduling meetings across different time zones.. The sweetest part is that this tools can be integrated into you Google calendar to ensure that all you do on the tools, reflects on your calendar... What's your go-to calendar management tool? Share your expertise! As a Virtual Assistant, staying organized and considerate of global time zones is vital. I'm excited to implement these skills for my clients. #ALXVA #CalendarManagement #VirtualAssistant

Welcome back to Tuesday Tips with Taylor! 🚀 Today we’re talking to all the remote workers out there about effective virtual meetings. 📅 👥 Whether you're leading the charge or playing a pivotal role in your meetings, discover actionable strategies to ensure every online meeting is working towards unified goals and streamlined success. 💡 From crafting a precise agenda to mastering digital etiquette and fostering accountability, we're unpacking the essentials to save time, minimize confusion, and cultivate a culture of clarity and respect. ✨ Ready to power up your productivity with a virtual assistant? Book 20-minute session and redefine your day-to-day. https://lnkd.in/gN3Yfu5n #VirtualMeetings #ProductivityTips #TeamEfficiency #VirtualAssistants #LeadershipDevelopment

From Ping Pong to Powerhouse: How Meeting Scheduling Evolved Remember the old days when scheduling a meeting was a pain? You'd send emails back and forth, trying to find a time that worked for everyone. It was a real hassle! Luckily, technology has come to the rescue. First, we had digital calendars, which were a big improvement over paper planners. Then, virtual assistants helped a bit, but they weren't perfect. Now, we have smart meeting schedulers that are truly amazing. They can automatically find the best time for everyone, considering time zones and busy schedules. It's like having a super-efficient personal assistant! The future of meeting scheduling is even brighter. Newer features are coming up to make meetings more productive and collaborative than ever before. Want to learn more? Connect with me on LinkedIn and let's talk about how Probooking.io can revolutionize your meetings. #meetings #productivity #Probooking

Your calendar is bloated. How to recover 2+ hrs/wk in the next 10-min: 𝗦𝘁𝗲𝗽 𝟭: 𝗖𝗿𝗲𝗮𝘁𝗲 𝗮 𝘀𝗶𝗺𝗽𝗹𝗲 𝘁𝗿𝗮𝗰𝗸𝗲𝗿 Excel or Google Sheets is fine. Here are the 8-column headers you'll need: 1. Meeting Name [free text] 2. Frequency [daily, weekly, bi-weekly, monthly] 3. Your Role [owner, attendee, support] 4. Duration (hrs) [number] 5. Hours (weekly) [formula] 6. Hours (monthly) [formula] 7. Could this be... [shortened, delegated, email, eliminated] 8. Recovery hrs. [formula] ------ 𝗦𝘁𝗲𝗽 𝟮: 𝗟𝗶𝘀𝘁 𝗿𝗲𝗰𝘂𝗿𝗿𝗶𝗻𝗴 𝗺𝗲𝗲𝘁𝗶𝗻𝗴𝘀 Brain dump all recurring monthly meetings. Chuck it into the "Meeting Name" column. Complete the columns for: • Frequency • Your role • Duration Hours (weekly) and mo. should auto-calculate. ------ 𝗦𝘁𝗲𝗽 𝟯: 𝗔𝘀𝗸 𝟭 𝗾𝘂𝗲𝘀𝘁𝗶𝗼𝗻 For each meeting ask yourself: Could this be... • Shortened • Delegated • Slack/Email • Eliminated    Select the drop-down for each meeting. ------ 𝗦𝘁𝗲𝗽 𝟰: 𝗖𝗼𝗻𝗳𝗶𝗴𝘂𝗿𝗲 "𝗦𝗽𝗲𝗲𝗱𝘆 𝗠𝗲𝗲𝘁𝗶𝗻𝗴𝘀" *𝘦𝘹 𝘸/𝘎𝘰𝘰𝘨𝘭𝘦 𝘊𝘢𝘭. (𝘖𝘶𝘵𝘭𝘰𝘰𝘬 𝘩𝘢𝘴 𝘢 𝘴𝘪𝘮𝘪𝘭𝘢𝘳 𝘴𝘦𝘵𝘵𝘪𝘯𝘨) 1. Go to settings 2. Scroll down to "Event Settings" 3. Check the box for "speedy meetings" 30 min. meetings will now end 5 min. early. Longer meetings 10 min. early. ------ 𝗦𝘁𝗲𝗽 𝟱: 𝗖𝗮𝗻𝗰𝗲𝗹 𝗮𝗻𝗱 𝗿𝗲𝘀𝗲𝘁 Cancel every meeting where: • You're the meeting owner • You answered "Shortened" Resend the recurring meetings. Because you enabled "speedy meetings" the small time savings compound. ------ On average you should recover 2-3+ hours/wk. (not including meetings you eliminate/delegate) 𝗣𝗿𝗼 𝘁𝗶𝗽: Share this tip with other colleagues to compound further. If you'd rather have a "plug-n-play" template to use... Comment "AUDIT" and I'll DM it to you.

We all need some margin in our work lives. That's why I recommend scheduling 25-, 50-, or 80-minute meetings or calls instead of the typical back-to-back appointments that dominate many of our work calendars. Creating this bit of space during the day will also help your meetings start on time. There's even a setting in Outlook to automate it. Go to Settings > Calendar and click on the "Shorten duration for all events" configuration button. #meetings #outlook

The number 1 reason your business isn’t growing: Your system is working against you. • Emails piling up, stealing hours from focus • Meetings with no agendas or clear takeaways • Unorganized files slowing down essential work • Overbooked calendars with no time to think • You work is 90% operations, 10% strategy The result? You’re too distracted to grow. But here are 5 adjustments you can start TODAY: 1. Batch your emails: • Check emails 2x-3x daily • Set a 30-min timer per batch • Block email times on your calendar • Turn off notifications all day 2. Trim your meetings: • Say no to unnecessary calls • Try cutting them by 15 mins • Ask for a 3-point agenda upfront • Record objective, points, and actions • Assign clear owners and deadlines 3. Clean your files: • Use a clear naming system ⤷ Ex: DD.MM.YYYY_Client_DocType_V1 • Set auto backups every 6 hours • Create project folder templates ⤷ Ex: Admin, WIP, Deliverables • Schedule monthly file clean-ups 4. Automate where you can: • List repetitive daily tasks • Start with 3 simple automations   ⤷ explore zapier and app integrations • Test and adjust as needed 5. Control your calendar: • Block 2-3 deep work sessions daily. • Silence all distractions during focus time. • Add 15-min breaks between meetings. We don’t rise to the level of our goals, we fall to the level of our systems. So make sure your system works for you. P.S. What’s the one thing you wish you could fix in your operations today? ♻️ Repost if you found this helpful.

𝕊𝕥𝕣𝕦𝕘𝕘𝕝𝕚𝕟𝕘 𝕥𝕠 𝕞𝕒𝕟𝕒𝕘𝕖 𝕒 𝕡𝕒𝕔𝕜𝕖𝕕 𝔼𝕩𝕖𝕔𝕦𝕥𝕚𝕧𝕖 𝕤𝕔𝕙𝕖𝕕𝕦𝕝𝕖? Our world of today is fast growing and managing schedules can prove to a challenge most times. This is why the need for Virtual Assistant cannot be over emphasized as VAs can help simplify schedules by using productivity tools to stay organized and efficient. Here are top 5 commonly used tools that VAs use to simplify executive schedules: 1. 𝗚𝗼𝗼𝗴𝗹𝗲 𝗖𝗮𝗹𝗲𝗻𝗱𝗮𝗿: this is a tool I love so much, you can stay organized by scheduling meetings, events and so on. VAs can update, share and sync executives schedules in real time. 2. 𝗭𝗼𝗼𝗺: it is used for scheduling and managing virtual meetings. Zoom helps VAs organize video meetings and also sync with calendars to send automated reminders. 3. 𝗖𝗮𝗹𝗲𝗻𝗱𝗹𝘆: a scheduling automation platform that allows VAs to book meetings without the need for back and forth emails. 4. 𝗧𝗿𝗲𝗹𝗹𝗼: a visual tool that helps VAs organize executive tasks, meetings and deadlines in one place. 5. 𝗔𝘀𝗮𝗻𝗮: a project management tool that helps VAs keep track of tasks and deadlines, ensuring seamless workflow when managing complex executive schedules. Which of these tools are you familiar with? 𝙈𝙮 𝙣𝙖𝙢𝙚 𝙞𝙨 𝙏𝙚𝙢𝙞𝙩𝙤𝙥𝙚 𝙖𝙣𝙙 𝙄 𝙖𝙢 𝙖 𝘾𝙚𝙧𝙩𝙞𝙛𝙞𝙚𝙙 𝙀𝙭𝙚𝙘𝙪𝙩𝙞𝙫𝙚 𝙖𝙣𝙙 𝘼𝙙𝙢𝙞𝙣𝙞𝙨𝙩𝙧𝙖𝙩𝙞𝙫𝙚 𝙑𝙞𝙧𝙩𝙪𝙖𝙡 𝘼𝙨𝙨𝙞𝙨𝙩𝙖𝙣𝙩. 𝙄 𝙨𝙪𝙥𝙥𝙤𝙧𝙩 𝙚𝙭𝙚𝙘𝙪𝙩𝙞𝙫𝙚𝙨, 𝘾𝙀𝙊𝙨 𝙖𝙣𝙙 𝘽𝙪𝙨𝙞𝙣𝙚𝙨𝙨 𝙤𝙬𝙣𝙚𝙧𝙨 𝙗𝙮 𝙢𝙖𝙣𝙖𝙜𝙞𝙣𝙜 𝙩𝙝𝙚𝙞𝙧 𝙙𝙖𝙮 𝙩𝙤 𝙙𝙖𝙮 𝙩𝙖𝙨𝙠𝙨, 𝙛𝙧𝙚𝙚𝙞𝙣𝙜 𝙩𝙝𝙚𝙢 𝙩𝙤 𝙛𝙤𝙘𝙪𝙨 𝙤𝙣 𝙬𝙝𝙖𝙩 𝙩𝙧𝙪𝙡𝙮 𝙢𝙖𝙩𝙩𝙚𝙧𝙨. 𝙇𝙚𝙩 𝙢𝙚 𝙝𝙖𝙣𝙙𝙡𝙚 𝙩𝙝𝙚 𝙖𝙙𝙢𝙞𝙣𝙞𝙨𝙩𝙧𝙖𝙩𝙞𝙫𝙚 𝙩𝙖𝙨𝙠 𝙨𝙤 𝙮𝙤𝙪 𝙘𝙖𝙣 𝙛𝙤𝙘𝙪𝙨 𝙤𝙣 𝙜𝙧𝙤𝙬𝙞𝙣𝙜 𝙮𝙤𝙪𝙧 𝙗𝙪𝙨𝙞𝙣𝙚𝙨𝙨. 𝙎𝙚𝙣𝙙 𝙖 𝙢𝙚𝙨𝙨𝙖𝙜𝙚 𝙩𝙤𝙙𝙖𝙮 𝙩𝙤 𝙨𝙞𝙢𝙥𝙡𝙞𝙛𝙮 𝙮𝙤𝙪𝙧 𝙬𝙤𝙧𝙠𝙡𝙤𝙖𝙙 𝙖𝙣𝙙 𝙧𝙚𝙘𝙡𝙖𝙞𝙢 𝙮𝙤𝙪𝙧 𝙩𝙞𝙢𝙚. #VirtualAssistants #Productivity #Timemanagement #ExecutiveSupport