How to Manage Your Diary, with a Virtual Receptionist from CSnotepad.

Wednesday, March 14th, 2012

Taking some time to manage your diary properly could save you hours in the long run.

Start with the basics. Take some time to schedule all of your regular weekly, monthly and annual appointments and tasks. This could cover everything from a Monday morning team meeting to an annual tax return.

Don’t limit this scheduling to business: add holidays, important home events and social reminders too. For example, school open days and family, staff and client birthdays. Some people even use this time to write two or three months’ worth of greeting cards too, leaving the stamped, addressed envelopes ready for posting out at the right time.

Whenever you book a meeting, block out a sensible amount of time for travelling too. You can of course use this time to catch up on other tasks (for example, reading or researching on a train journey) but it’s good practice to ensure that others won’t assume that you are available. At the same time, block out enough time after every meeting to write minutes or follow up action points.

If you have a shared diary, make sure everyone knows the ground rules about which appointments get priority and which can be rescheduled. It’s also useful to limit the ability to make changes to just one or two people to avoid confusion.

If you run a client centred business, ensure that you have a system in place which allows people to easily book appointments with you. Where professional services are concerned, expecting clients to leave a message on an answering machine just isn’t professional enough.

When scheduling your time, remember to allocate time for admin. This includes reading and responding to email.

Before you finish work for the evening, check tomorrow’s schedule.

And finally, you’re only human – remember to book time for meal breaks!

With Diary Management Services from CSnotepad callers can speak to a virtual receptionist and book, confirm or amend their appointments with you, wherever you are. Our highly trained receptionists can mimic your existing procedures and ensure that your business is represented exactly as you want it to be. Your customers need never know that they are speaking to an external agency.


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