Calendar Management

In the removal business, effective calendar management is crucial for several reasons like optimizing scheduling and allocating resources more efficiently

Proper calendar management ensures that appointments are scheduled efficiently. This helps in maximizing the use of resources, including trucks and personnel, and reduces downtime between jobs.
Efficient calendar management helps in balancing the workload among staff and ensuring that trucks and equipment are used effectively. This reduces the risk of overbooking or underutilization of resources.
A well-maintained calendar helps in identifying and resolving scheduling conflicts quickly. This is important in avoiding double-booking or other errors that could disrupt operations.

Calendar Management Checklist

Ensure to frequently check your clients calendar

Check on vacant timeslots on upcoming dates and check potential leads on CRM and lead sourcing sites like Oneflare, Muval, Hipages, Find a mover etc that you can add to fill up vacant slots

Check on overlapping schedules and communicate to the client and customers accordingly

When booking or scheduling jobs, make sure to always check time availability on your calendar before confirming or accepting a request
Overlapping jobs happen sometimes, it's important to always communicate with client to check on possible resolution they can do on their end if no resolution was provided, communicate with the customer to check if booking can be moved on a later time or set their expectations for possible delays

Ensure all upcoming jobs inputted are confirmed and ready to go

Check all information needed by movers are notated like the size of the move (1BR, 2BR, 3BR etc), Date and time, customer's contact info, Pick-up and drop-off addresses, location access (Parking, Lift, Stairs etc), Special instructions from the customer like calling the customer prior arrival, items that require hoisting or items that can not fit inside the lift, also indicate a rough list of items that will be moved and upload photos sent by the customer if available, also include the rate quoted (Hourly and callout fee) to the customer and indicate if required deposit has been made (If yes, indicate mode of payment like bank transfer or credit card. If not, follow up with the customer to confirm the booking)
Send confirmation text/emails to confirmed customers - reiterate window time of arrival and move schedule with details

Plotting Jobs in the calendar

Many of our clients use google or outlook calendars to track job bookings. Apart from checking move schedules notes inside a calendar schedule are also being utilized by movers to check on move details like accesses, special instructions, addresses, rates and items that will be moved. That is why as a sales representative, it is important to gather all details needed to ensure a smoother/seamless transaction between you, your customer and the movers

Here's a quick guide on how to plot bookings:

Pull up Calendar on a browser (Make sure you are logged in using your client's google or outlook account not your personal account)

2. Set-up the booking schedule on the calendar

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