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Managing Scheduling Overload |
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Smart Scheduling Strategies to Cut the Back-and-Forth
Tired of chasing people down to align calendars? These four quick strategies will help you save time and reduce the scheduling ping-pong:
1. Offer Specific Time Options
Don’t ask “When are you free?” — offer 2–3 clear slots based on your Executive’s availability. It speeds up decisions and cuts replies in half.
2. Use a Scheduling Link
Tools like Vimcal, Calendly or Microsoft Bookings let others choose a time from pre-set options. Total game-changer for internal and external meetings.
3. Set a Scheduling Policy
Create structure by setting standard times for recurring meetings (e.g. “Wednesdays for 1:1s”) and only rescheduling when there’s a clear agenda.
4. Hold Recurring Placeholders
Block weekly slots in advance for regular meetings. If they’re not needed, you can cancel - but when you do need them, you’re ready.
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We share a lot of tools, tech, and productivity tips here on The EA Campus, but today’s review of Vimcal EA is a little different. We’re in the unique position of spotlighting a tool specifically designed for Executive Assistants.
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Managing an Executive’s calendar for Executive Assistants is no small feat. Shifting priorities, unexpected meetings, and “urgent” requests, as we all know, will often derail even the most well-planned day. But what if you could move beyond the chaos and create a schedule that works for you and your Executive?
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Assistant Tech & Tools
Friday 4th April 2025 - 10am EST | 3pm GMT | 4pm CEST
In this Masterclass, you’ll gain the knowledge, tools, and confidence to leverage the latest technology and AI solutions in your role. Our comprehensive, interactive training will empower you to harness the power of AI, including ChatGPT, to support your daily tasks with speed and precision. Through hands-on demonstrations, expert insights, and interactive discussions, you’ll walk away with actionable skills that will revolutionize the way you work.
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Vimcal
Vimcal is a sleek, powerful scheduling layer that integrates seamlessly with your existing Google or Outlook calendar — no switching platforms, no disruptions, and no learning curve. Designed specifically for EAs, once connected, all your existing events sync automatically, and you can begin managing your Executives’ calendars with more precision, fewer clicks, and way less back-and-forth.
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This week, challenge yourself to set a clear scheduling policy for your Executive. A consistent structure around meeting times can drastically reduce email ping-pong, improve calendar flow, and protect your Executive’s focus time. This simple shift puts you in control of the schedule - not the other way around. Here are a few ways to get started:
Define Your Meeting Zones:
Assign specific days or time blocks for certain types of meetings. For example, block “Wednesdays for 1:1s” or “Friday mornings for internal updates.”
Set a Rescheduling Rule:
Only allow reschedules if there’s a clear agenda or decision to be made. This helps prevent calendar creep and unnecessary back-and-forth.
Communicate the Policy:
Let key team members know your new structure so everyone’s aligned. A quick note like, “We’re aiming to hold all project check-ins on Tuesdays going forward,” helps set expectations.
💡 Share Your Win!
What scheduling policy did you put in place? Has it made your calendar easier to manage? Share your tips with us in The EA Campus Community — we’d love to hear how it’s helping you take control!
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The EA Campus Events Calendar |
April 4, 2025 @ 10.00am ET | 3:00pm GMT
Assistant Tech & Tools Masterclass
In this masterclass, you’ll gain the knowledge, tools, and confidence to leverage the latest technology and AI solutions in your role. Our comprehensive, interactive training will empower you to harness the power of AI, including ChatGPT, to support your daily tasks with speed and precision. Book now>>>
April 24, 2025 @ 11.00am ET | 4:00pm GMT
15 Tools and Technology for Assistants [FREE Webinar]
This FREE webinar – 15 Tools and Technology for Assistants Webinar will showcase 15 innovative tools that can help streamline tasks, improve productivity, and add value to your role. From scheduling and collaboration to data management and content creation, you’ll discover solutions that are practical, intuitive, and impactful. Book now>>>
April 25, 2025 @ 10.00am ET | 3:00pm GMT
Revolutionize Your Email Management Masterclass
In this Masterclass, you’ll gain the knowledge, tools, and confidence to take control of your Executive’s inbox with efficiency and ease. Our comprehensive, interactive training will empower you to implement proven email management strategies, streamline communication, and reduce inbox overwhelm - so you and your Executive can focus on high-value priorities. Book now>>>
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We’d love to hear from you!
Share your feedback and tell us more about your work, goals, and how we can support your career growth. Take a quick survey and help us shape the future of The EA Campus.
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