Effective scheduling: How receptionists and PAs can become masters of time management

Introduction to Effective Planning for Receptionists and PAs

Effective scheduling is a crucial skill for receptionists and personal assistants (PAs), who are often at the forefront of coordinating meetings, managing schedules and ensuring the day-to-day running of a business runs smoothly. These roles require a high degree of organizational skill and the ability to juggle multiple tasks at once. Well-structured time management can be the difference between a productive workday and a day filled with stress and unexpected events.

To master time management, it’s important to first understand the basic principles of effective scheduling. This means being able to prioritize tasks, recognizing the importance of flexibility and having a system in place that allows for quick adaptation to change. Receptionists and PAs must also be able to anticipate potential conflicts in the calendar and proactively find solutions.

Technological tools play a huge role in modern time management. Software like MyDesk Planner can be an invaluable resource for keeping track of complex schedules. By digitizing the planning process, you can reduce the risk of human error and significantly increase efficiency.

Finally, communication is key to effective planning. Receptionists and PAs must be able to communicate information clearly and accurately to all relevant parties. This ensures everyone is on the same page and that schedules are met. By mastering these skills, receptionists and PAs can become time management experts and an invaluable resource for their organization.

Overview of all meetings and catering with MyDesk Planner

MyDesk Planner is a tool designed to give receptionists and PAs a complete overview of all meetings and associated catering. With this system, you can easily see today’s, week’s or month’s meetings in a clear calendar. This allows you to plan catering and other necessities well in advance, which is essential to ensure meetings run smoothly.

One of the biggest benefits of MyDesk Planner is that it allows users to customize and update meeting information in real-time. If there are changes in meeting times or attendance, this can be quickly adjusted in the system, ensuring that catering always matches the needs of the meeting. This is especially important in a world where changes often happen at short notice.

The system also allows you to keep track of preferences and special dietary requirements for meeting attendees. This is an important detail that can make a big difference to the guest experience. By having this information readily available, receptionists and PAs can ensure that everyone is taken care of, contributing to a more inclusive and welcoming atmosphere.

In addition, MyDesk Planner integrates with other systems your business may use, creating a more streamlined workflow. This can include email systems, CRM platforms or other scheduling tools. The integration ensures that information flows freely between systems, reducing duplication and increasing productivity.

Move meetings around to suit

A key part of time management for receptionists and PAs is the ability to restructure meetings to fit into an often changing daily schedule. With MyDesk Planner, users can easily drag and drop meetings to different times or days, providing the flexibility needed for a busy workday. This tool allows you to quickly react to changes and ensure that all meetings are scheduled.

When meetings are moved, it’s important to communicate the changes effectively to all parties involved. MyDesk Planner can send automatic updates and reminders, minimizing the risk of misunderstandings and ensuring everyone is informed of the new meeting times. This is especially important in larger companies where many people can be affected by a single change.

It’s also important to consider the overall impact of moving meetings. Receptionists and PAs need to consider how the changes will affect the individual’s workday, as well as the availability of meeting rooms and resources. By taking a holistic view of time management, you can avoid creating new conflicts when resolving existing ones.

Finally, having a plan B is crucial. Even with the best planning tools, unforeseen events can occur and it’s important to have a strategy for how to handle these situations. This may involve having alternative meeting rooms on hand or being able to restructure the agenda to accommodate time constraints.

Optimize the use of your meeting rooms with Planner

Efficient utilization of meeting rooms is an important part of time management in any organization. MyDesk Planner can help receptionists and PAs optimize the use of these spaces by providing a clear overview of when and how the rooms are used. This can lead to more efficient use of company resources and ensure that no premises are left empty unnecessarily.

With MyDesk Planner, you can easily identify patterns in meeting room usage and adjust booking policies accordingly. For example, if certain times of the day are consistently in high demand, consider introducing rules on how and when these times can be booked. This ensures a fairer distribution and reduces bottlenecks.

The system also allows you to track and analyze meeting room usage over time. This can provide valuable insights on how to improve facilities or offer additional services to make meetings more productive. For example, you may find that certain rooms are often booked for creative brainstorming sessions and could therefore benefit from whiteboards or other creative tools.

Finally, it’s important to remember that a well-organized meeting calendar can also contribute to your company’s sustainability efforts. By reducing wasted time and optimizing the use of space, you can reduce energy consumption and thus your company’s overall environmental footprint. This is not only good for the bottom line, but also for the company’s image and environmental responsibility.

Effective planning is an art that requires both technological support and human finesse. By utilizing tools like MyDesk Planner and developing strong communication and problem-solving skills, receptionists and PAs can become masters of time management and play a key role in the success of their business.

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Henrik, Jesper og Louise