Hello! I need suggestions on simplifying the scheduling system we have. I've made several adjustments but cannot seem to figure out a way to really skim it down and avoid so many error pitfalls.
Currently, we have clients on a recurring meeting schedule where I have to add them to my boss's Outlook and Basecamp calendars, along with an excel document that provides the date/time of meeting for each client. That's 3 steps just to schedule one meeting. We have 30+ clients. Outlook allows me to create recurring items, which is a lifesaver. Basecamp Classic does not. In addition to the meetings, each client has tasks that also needed to be added to their Basecamp calendar. This requires that I reference a checklist sheet for each client. Here is a breakdown of steps I take to complete each booking.
1. Add items to Outlook
2. Add milestones to Basecamp
3. Update the checklists as I go along
4. Create a draft of the Excel version of the calendar for each month
5. Double/triple check that Excel calendar.
In addition to all this, I'm constantly having to update the checklists (Excel sheets), when notes change. I also have to reschedule on a daily basis. I'm basically spending most of my time on scheduling.
There's got to be a simpler way to go about all this but I can't wrap my brain around it. I've only been an admin for a year and am still learning. I'm trying to make this process way more efficient. Any suggestions?
Currently, we have clients on a recurring meeting schedule where I have to add them to my boss's Outlook and Basecamp calendars, along with an excel document that provides the date/time of meeting for each client. That's 3 steps just to schedule one meeting. We have 30+ clients. Outlook allows me to create recurring items, which is a lifesaver. Basecamp Classic does not. In addition to the meetings, each client has tasks that also needed to be added to their Basecamp calendar. This requires that I reference a checklist sheet for each client. Here is a breakdown of steps I take to complete each booking.
1. Add items to Outlook
2. Add milestones to Basecamp
3. Update the checklists as I go along
4. Create a draft of the Excel version of the calendar for each month
5. Double/triple check that Excel calendar.
In addition to all this, I'm constantly having to update the checklists (Excel sheets), when notes change. I also have to reschedule on a daily basis. I'm basically spending most of my time on scheduling.
There's got to be a simpler way to go about all this but I can't wrap my brain around it. I've only been an admin for a year and am still learning. I'm trying to make this process way more efficient. Any suggestions?