4 reasons to use a Diary Management Service for your business

A diary management service places the administration of your business diary into the hands of a professional PA. Once signed up, important appointment requests from clients and the meetings you want to schedule are managed for you in a way that is considerate of your instructions and existing workload.

Accountants, tradesmen, hairdressers, restaurants, agencies, freelancers, and medical practitioners are just some of the professions that could benefit from using such a service.

In this article, we look at 4 reasons you should use a diary management service for your business. Let’s jump in.

1. Lightens your load

It doesn’t matter what you do or what stage of the business journey you are on, as a business owner, your time is going to be stretched. Refining your product, perfecting the marketing, delivering exceptional service, and looking after customers – this only scratches the surface of the tasks that you are responsible for.

When free time is so sparse, certain duties suffer. Ironically, diary management is often one of these. With the right diary management service, the key task of overseeing your calendar is taken care of for you, freeing up time so that you can focus on the other elements of your business where your expertise is required.

Delegation is an attribute associated with all good entrepreneurs. Knowing the jobs that you should own and the ones that need to be passed on to someone else can make the difference between success and failure. A diary management service gives you the opportunity to get a vital role performed by a specialist.

2. Provides professional help

Let’s get this straight. Efficient diary management is a skill that requires training and experience. Whilst it may seem simple enough, when poorly executed, it can lead to calendar clashes, no-shows, mad dashes across town, inadequate preparation time, and a great deal of stress.

By taking advantage of a diary management service, you are placing your working week into the hands of a specialist. An individual who understands the right way to talk to a prospective customer, knows Monday mornings are never good for you, can hear when a client is getting frustrated and, vitally, collects the correct information all of the time.

• See also: How Bizik’s diary management works

You wouldn’t allow an amateur to take care of your accounting, so why would you let one manage your working week? Put the job in the hands of a professional.

3. Boosts your profile

If your business is a small one, perhaps you’re running it from home or it’s a side hustle that you’re working on in your free time, there will be instances when you’ll want to elevate its status and appear larger than you actually are. A diary management service is a great way to do this.

These services are typically packaged as part of a larger telephone answering service, whereby business calls are answered by a virtual PA who can then either pass the call onto you or take a message.

• See also: 7 benefits of using a telephone answering service
• See also: What is a virtual call centre?

Having this individual in place, taking your calls and managing your calendar, not only gives the impression that you have a dedicated team behind you, but also indicates that your services are in demand, and that you are running a successful business.

Whilst there’s generally nothing wrong with the business owner answering the phone and being immediately available, it can give the impression of your small business being exactly that – small. Furthermore, probably unfairly, this can lead to customers questioning the legitimacy of a business.

4. Reduces missed opportunities

The alternative to having a specialist PA answer your calls and manage your calendar is likely to be you taking care of it yourself. This increases the likelihood of missed calls and mistakes.

Perhaps you’re in the van on the way to a job and so can’t answer the phone. That’s a business opportunity gone. Or maybe you’re in the middle of putting a presentation together, you can answer the phone but are not fully focused, so you jot down the wrong meeting address. Another potentially costly mistake.

These problems don’t exist if you’re using a diary management service. Your virtual PA will not miss the call and they will not take down the wrong information. In both scenarios, you and your business are given everything you need in order to deliver.

So there you have it

That was 4 reasons why you should use a diary management service for your business. We hope you found this article useful.

At Bizik, our Telephone Answering Services all include a Diary Management Service. How does it work? You provide us with access to your online calendar, and our expert PAs then manage it on your behalf, in accordance with your instructions.

Need to cancel that 10am online call? Let us rearrange it for you. Want to schedule a meeting with your web designer? Tell us the time and the place. Got your child’s swimming lesson on Monday at 4pm? No problem, we’ll block the time out.

Interested? Find out more about Bizik’s Diary Management Service.