manage client calendar


Administrative Support Project

Client: john duo
Objective: Manage the client’s calendar for one month to enhance productivity and ensure timely task execution.

Tools Used:

  • Google Calendar for scheduling meetings and tasks

  • Slack for communicating reminders

  • Calendly for booking appointments

Steps Taken:

  1. Initial Setup:

    • I gathered the client’s meeting schedules, deadlines, and priorities via a detailed intake form.

    • I imported all existing commitments into Google Calendar.

  2. Calendar Organization:

    • Color-coded:

      • Green: Meetings and stakeholder discussions

      • Blue: Focused work sessions

      • Yellow: Personal breaks

    • Scheduled buffer time between meetings to avoid overlaps and allow preparation.

    • Automated reminders (15 minutes before meetings and task deadlines).

  3. Weekly Reviews:

    • Reviewed upcoming tasks with the client every Friday to reprioritize based on evolving needs.

    • Adjusted schedules as needed for last-minute changes.

  4. Documentation:

    • I created a clear process for managing calendar entries and time-blocking methods.

    • Shared weekly progress reports highlighting accomplished tasks and pending activities.

Outcome:

  • A well-organized and fully optimized calendar supports the client’s monthly goals.

  • Improved efficiency with timely reminders and proactive task adjustments.

  • Enhanced focus by minimizing scheduling conflicts and prioritizing critical tasks.

Visual:

Google Calendar View: Screenshot of the color-coded calendar.


Client review:

"Working with Umuhoza Marthe was a game changer. She transformed my chaotic schedule into a seamless system. I never missed a meeting or deadline. Her proactive communication kept me ahead of my tasks. I highly recommend her for anyone seeking reliable administrative support."
—John Duo, Consultant Company

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