How Bizik's diary management works

Our Telephone Answering Service includes a free Diary Management facility, whereby a professional PA not only answers your business’ phone calls, but also takes care of the administration of your calendar.

In this quick guide, we’ll show you how the Diary Management element of the service works.

Provide access to your business calendar

As part of the setup process for the Telephone Answering Service, we’ll ask if you would like us to take care of your business calendar. If you do want to take advantage of this part of the service, we simply need to integrate our system with your current diary platform. This is quick and simple, and our team will be on hand to help throughout the process.

Once this has been done, your team of PAs can securely access your calendar as and when they need to. This does not involve us logging in (and then out) of your diary platform. Instead, the full functionality of your calendar will be reproduced on our end, so we can work with it when necessary.

This means any non-calendar information is kept private and never made available to us. For example, if you manage your calendar with Google Workspace, typically sharing your calendar would also entail sharing access to your emails, documents, spreadsheets, search histories, and other private information. However, because we will be using our own secure system, all we’ll ever see is your calendar.

Tell us about your working week

To deliver the best possible Telephone Answering Service, our team of PAs are dedicated to becoming experts in your business. From pricing and service details, to advice and niche information, we take the time to familiarise ourselves with all the details that matter to you and your customers. This allows our team to become an extension of your team.

We are committed to becoming experts in how you go about doing business, so that we can manage your calendar as efficiently as possible. Therefore, as part of your onboarding process, we will ask about your typical schedule and your working habits.

For example, we will want to know:

• How long appointments typically take
• Whether you prefer to meet face-to-face or remotely
• What does and doesn’t warrant an appointment
• How far you’re willing to travel
• The time you need between appointments
• The times of the day that you want to be blocked out

If Monday mornings are dedicated to team catch-ups, tell us. If there’s a particular client whom you’re willing to bend your schedule for, tell us. If Friday afternoons are set aside for company culture activities, tell us.

All of this information will help us provide you with an efficient, proactive service.

You’re good to go

Now, the phone starts ringing. From this point, your calls will be handled as per your instructions, and your calendar will be managed by your assigned team of PAs, who will:

• Accept or reject appointment requests from clients
• Remind you of upcoming appointments
• Schedule appointments on your behalf
• Contact you to let you know if a client is running late or needs to reschedule
• Advise you if a day or week is looking particularly busy

No more problematic appointment pile-ups. No more double bookings.

So there you have it

That’s how Bizik’s Diary Management works.

We’d love to talk to you about how our Telephone Answering Service and accompanying Diary Management facility can benefit your business.

Contact us today on 020 3917 7444 for a conversation about these business solutions, or follow this link for more information.

We hope you have found this post useful. Thanks for reading.