Take back your time!


Tips for effective calendar management for the overwhelmed small business owner


As a small business owner I can definitely relate to the phrase “there is never enough time in the day” and I am sure you can as well. This is certainly true if your time is not being managed effectively. As a Small Business Support Specialist I believe one of the most valuable services I can offer a busy business owner is effective calendar management.

Effective calendar management for the small business owner

As a small business owner I can definitely relate to the phrase “there is never enough time in the day” and I am sure you can as well. This is certainly true if your time is not being managed effectively. As a Small Business Support Specialist I believe one of the most valuable services I can offer a busy business owner is effective calendar management. Below are the top three tips I share with overwhelmed small business owners trying to get their day more organized and a little less chaotic.


Schedule “downtime” between appointments - It can be very tempting to schedule every minute of your day, but I always recommend for my clients to allow “downtime” between appointments. I recommend scheduling 15 minutes between all phone calls and 30 minutes (or more if travel time requires) between all in person appointments. This time allows for a meeting to go over the allotted time if it absolutely must, but more importantly gives time to reflect on the meeting or phone call, document any action items or just take a breather.


Learn your most effective time of the day and aim to schedule most important items during those hours - I believe everyone has certain hours of the day they are the most effective or just prefer to focus on important items. For example, I believe I am at my best early in the morning leading into the early afternoon. If I have a meeting I know will be very draining or one I will need to lead I prefer to schedule those earlier in the day, if possible. When I begin to work with a new client I inquire what their preferences are as well and aim to schedule their most important items during that time of day, if possible. This does not mean I ONLY schedule during those hours, but I use it as a guideline when scheduling.


Effectively use the calendar entry for important information - All calendar platforms give a space for meeting details, but I believe many do not utilize this area effectively to relay all of the important information for the meeting or phone call. Using this tool effectively begins at the subject line. I recommend including in the subject line if the calendar item is a phone call or in person meeting and the subject of the meeting. Now moving onto the body of the calendar entry. I use this space to include at a minimum all of the attendee’s names, job titles and cell phone numbers (or the phone number they are comfortable making public). If an agenda has been provided I also attach it or copy and paste it into the calendar entry. I also include all reservation information or confirmation number if a reservation was required for the meeting. I believe the more information I can provide at my client’s fingertips the more time they will have to prepare for the meeting.


All calendar platforms give a space for meeting details, but I believe many do not utilize this area effectively to relay all of the important information for the meeting or phone call.

Managing your calendar effectively can help you to find more time and feel better prepared for your day. These are just some of the tips I give busy business owners trying to take control of their day again! I would love to hear if you have any tips and tricks for effective calendar management!


If you have any questions on simplifying or standardizing the processes and procedures for your organization contact Harper Administrative Services today!

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