Executive Assistants: Manage Client's GCal (Beginners)

Name: Executive Assistants: Manage Client's GCal (Beginners)
Rating: 4.7 (982 reviews)

Google Calendar (2018) Setup, Strategies and Scripts

Created byErin Booth

Last updated 5/2024

English

What you'll learn

By the end of this course, student's will take full advantage of Google Calendar amazing tools and use them to manage clients' schedules like a rockstar!

Course content

13 sections • 44 lectures • 2h 24m total length

2019 Course Updates1:37
Occasionally Google updates its platform, and with updates come minor changes. Join me for a brief overview of what's been added or changed since this course was originally created!
Introduction + Calendar Mgmt eBook1:24
Welcome to this Google Calendar course for Client Management!

Google Calendar is an incredibly powerful tool, and calendar management an essential skill for ensuring that your clients feel more productive, efficient, and capable of balancing their work and personal lives. Nerd Alert, I am SUPER excited to dig into Gcal with you.

This course is perfect for Virtual Assistants who are new to calendar management and new Google Calendar.

By the end of this course, you will have a strong understanding of how to maximize Google Calendar, including but not limited to:

Setting up a new Gmail address and calendar
How to request that your client share their calendar with you
The best verbiage to email people when booking a event
Creating and editing events
Setting up meetings, calls, or conferences in person and virtually
How to best utilize the description section
Setting calendar preferences
Including how to change your time zone and general look and feel
Best strategies to help your client succeed with their calendar:
Adding buffers and “do not disturbs” to your client’s calendar
Color coding events
Using canned responses to make booking events so much easier

Let's get started!
Glossary of Terms1:35
In this lecture, we'll cover the calendar-specific terminology that we'll use throughout the course.
Why Use Google Calendar?2:18
In this lecture, we'll talk about what makes Google Calendar so special, and why I recommend that you use it with all of your clients.

Creating a New Account VA and Client Account7:08
In this lecture, we'll create 2 new email accounts together: A practice VA and Client Account.
Sharing Calendars and Setting Permissions3:50
In this lecture, we'll learn how to request that your client shares their calendar with you. You'll also have access to a script to help ensure that your clients share their calendars with you correctly.

USE THIS SCRIPT WHEN REQUESTING ACCESS TO YOUR CLIENT'S CALENDAR:
Hi Client,
Please share access to your Google Calendar at your earliest convenience. Below are the steps needed in order to grant me access:
Open your Google Calendar and look for your calendar under the "My Calendars" heading (on the left hand side of your screen).
When you hover your cursor over your calendar, three small dots will appear. Click on those dots.
Next, click on the "Sharing and Settings" option.
Scroll down to "Share with specific people" and enter my email address.
Under my name, look for "Permissions."
Select "Make changes and manage sharing." This is the only option that allows me full editing access to your calendar.
I will confirm once I have access to your calendar.
Thank you!
Bonus: The New Gmail (2019 Update)1:05

How to Properly Labelling Events7:36
In this section, we'll learn how to properly label calendar events so that details are easy to understand and standardized.
Adding Notifications3:21
In this lecture, we'll learn about the different notifications to add to calendar details.
Adding Guests and Optional Attendees2:59
In this lecture, we'll learn how to add attendees, and how to use special features like "optional attendees" and "modifying events."
Using the Description Effectively3:49
In this section, we'll learn to make the description section pop, and why it's important to include details for your clients.
Sending Invitations (When to Send vs. When Not to Send)5:17
In this lecture, we'll learn when to send invitations, and when not to send invitations to attendees.
Adding Google Hangouts to a Virtual Invitation4:38
In this section, we'll learn how to add virtual conference call details to a calendar invitation, and how to access the virtual link.
Adding Zoom to Calendar Details (+ Zoom Extension)8:10
Zoom is amazing tool full of great features for both video or voice calls and conferences. Let's explore how to install the extension and how it integrates so beautifully the GCal.

Editing and Deleting Existing Events2:36
In this section, we'll learn about 2 different ways to edit event details, and 2 different ways to delete event details.
Retrieving Deleted Events1:27
In this section, we'll learn how to retrieve an event that was accidentally deleted.
Creating Recurring Events2:44
In this section, we'll learn how to create recurring calendar events.
Deleting One Occurrence In a Series2:00
In this section, we'll learn how to delete just one single occurrence within a recurring meeting series.

Changing Your Calendars Language & Time Format2:24
In this lecture, we'll learn how to change the language and time settings on your calendar.
Relabelling Time Zones2:28
in this lecture, we'll learn how to relabel the default time zones on your calendar, which makes it easier to read your calendar and manage events.
Adding World Time Zones3:47
In this lecture, we'll learn how to add the World Clock feature, which makes it easy to manage events across multiple time zones.
Changing the Default Meeting Length2:25
In this lecture, we'll learn how to change the default meeting length of calendar invitations.
Set Your Working Hours2:31
Note: This feature is available for G-Suite users (paid) ONLY! If you are using G-Suite, setting working hours for yourself or your client is a great way to help keep calendars orderly and manageable.

Downloading the Gcal App1:06
In this lecture, we'll learn how to download the Gcal app on your smartphone.
Changing the Apps' Interface1:38
In this lecture, we'll learn how to change the layout of the phone app.
Creating and Syncing Events5:58
In this lecture, we'll learn how to create new events on the phone, and how it syncs across multiple devices.
Managing Multiple Accounts1:51
In this lecture, we'll learn how to add and manage multiple emails on the app.

Requirements

Students must have access to Gmail (it's free!).
Students must have access to Google Calendar on a computer. Access via smartphone is preferred, but not mandatory.

Description

Managing client calendars can be daunting and overwhelming. But fear not! With Google Calendar, and this course, you'll learn how to use all of the available features to provide flawless calendar management services to your clients.

IN THIS COURSE, YOU WILL

Set up a Gmail address and calendar.
Set up a temporary fake client account to practice interacting with a client calendar.
Send a client request to share a calendar with you.
Create, edit, and delete one-time events.
Create, edit, and delete recurring events.
Set up meetings, calls, and conferences both in person and virtually.
Set up meetings with a 3rd party with scripts and canned responses.
Add text, bullet points, and attachments to a calendar event.
Customize calendar preferences like time zones, meeting lengths, and general layout.
Implement expert strategies to facilitate your client's experience and increase client satisfaction.

THE COURSE INCLUDES:

Over 2 hours of video lessons with visual step-by-step instructions.
An eBook that contains:
- Screenshots that are easy to understand and reference at any point.
- Scripts so you can just copy/paste and save time.
- Glossary of calendar terminology so you never feel lost or overwhelmed.
- Tasks to help you test your skills and use Google Calendar with confidence and ease.

THIS COURSE IS FOR YOU IF:

You are an Executive Assistant. Although I am a Virtual Assistant, these lessons apply to anyone who manages a calendar for someone else.
You manage your clients' calendars on Google Calendar.
You are a beginner Google Calendar user, or if you need an in-depth refresher course.
You want strategies and scripts to make managing clients' calendars more efficient and less time-consuming.

THE COURSE IS NOT FOR YOU IF:

You are an experienced, advanced Google Calendar user.
You are an Outlook user.
You use Gsuite.

Who this course is for:

This course is for perfect for Assistants who are brand new to Calendar management.
This course is for Assistants who use Google Calendar to manage calendars for clients.
This course is NOT for people who are already well-versed in Google Calendar and calendar management strategies.

Executive Assistants: Manage Client's GCal (Beginners)

What you'll learn

Explore related topics

Course content

Introduction4 lectures • 7min

Creating a New Gmail Account3 lectures • 12min

Creating and Adding Event Details to Your Calendar2 lectures • 10min

Coordinating Events with a 3rd Party2 lectures • 14min

Booking Events, Both In Person and Virtually7 lectures • 36min

Making Changes to an Event.4 lectures • 9min

Color Coding Events2 lectures • 5min

Customizing Your Settings5 lectures • 14min

Customizing Your Calendar's Layout2 lectures • 5min

Using the Smartphone App4 lectures • 11min

Requirements

Description

Who this course is for: