So, last time I talked about how you should go about choosing productivity apps.  This week I want to give you a real world example of how the right tool can make impressive savings in both time and money.

One of my clients runs an extremely busy consultancy.  Her job requires her to have a lot of meetings.  Usually one to one meetings with people who are just as busy as she is.  She was missing vital opportunities while emails became buried in her inbox so she started working with a virtual assistant – me!  I was spending roughly 25% of the time I spent working for her business organising her diary.   A few months ago however, she started using YouCanBook.Me and overnight it reduced the hours I spend on her diary to virtually zero!

YouCanBook.Me is brilliant scheduling app that works with Google or iCloud calendars.   When someone wants to meet with you, you simply send them a link and they can view and choose a meeting slot.  YouCanBook.Me synchs with your calendar so it always shows up to date availability.  But the really impressive thing is that by setting up a few simple rules YouCanBook.Me can automatically add in things like travel time around appointments and different durations for different types of meetings so you won’t accidentally over book yourself.  Giving people this self service option to book meetings is far more efficient than that frustrating email back and forth and it’s easy for both parties to change the meeting time if something comes up in the meantime.  I’m impressed with the interface which not only looks totally professional but is customisable and a joy to work with.  If you run the type of business that involves paid for sessions or classes then YouCanBook.Me also integrates with Stripe so you can make bookings and take payments in a single online transaction via your own website – something which in the past would have involved some pretty costly investment in web development.

Setting up a YouCanBook.Me basic account is free.  That will give you enough features to start booking meetings right away.  If you want further customisation or to accommodate lots of different meeting types (eg. Calls, meetings, classes etc) then you’ll want to upgrade to the paid version which costs £7 per month.   I was spending about 2 hours a week working on the diary, so YouCanBook.Me basically saved the equivalent of its annual cost in the first two weeks we were using it. How much time are you spending on organising your meetings?  How much is your time worth? How much could you save?

Take a look for yourself at https://youcanbook.me/.

Emily Dover, PA Me Ltd.

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