Transcripts
1. Introduction to the class: Hello there and welcome to
administrative task class. I'm very excited
to see you here. I just wanted to walk through the things that I'm going to
be covering in this class, so you know whether this
class is for you or not. But basically, what I'm going
to cover is GML management, your inbox management, how to, let's say, set up
certain automations, set up out of office, email signatures and
things like that, or how to grant access
if let's say you're working as a virtual assistant and you need your
client to grant access to the inbox to you or things like Event management
also using Google Mt, how to create Event, how to modify EMN, how to find a suitable time for everybody and
things like that. Lastly, what I really want to
cover during this course is one of the project
management tools that I've been using
called Notion. I really hope that this
class is going to be useful.
2. How to Grant Gmail Inbox Access: Alright, so another
very important thing that your client
needs to do before he can start managing their
inbox is to share the access of the inbox with
you as a virtual assistant. So if they would like to do
it with their Gmail account, they would need to log
into their account and then go to the Settings
option over here. They would need to
select CO settings. And then from there, they would need to select
accounts and import. And they will have grant access to your account
option over here. So they would need to add
another account by click on it and entering your
email address over here. What this allows to do is
to delete their email, send emails on their behalf. The only thing that you're
not going to be able to do is modify any of Google
account settings or change their password, but when it comes
to anything else, you're going to be able to
do it on behalf of them. So once you enter the email
you want to give access to, just click on Next step. And send email to Grant Access. That's it. You're going to get a confirmation that
access is granted, and the person who you granted access to
is going to receive this email where they're
going to be able to accept the request
or reject the request. Of course, if it's a
virtual assistant, you're always going to accept the request by
clicking the link. You have to confirm and then as you may
see in the message, it may take up to 30 minutes
for it to be action, but once it's done, you're
going to be able to see the inbox of your client.
3. How to Create an Email Signature in Gmail: Okay, so let's create an
email signature together. So once again, we're
going to go to the settings option over here
and click on C O settings. Under the general,
you'll need to scroll down until you see
the signature option. So for me, it would
be, am I missing it? Yes, I'm almost missed
it, but I found it. It's over here for me. If you haven't had the
previous signatures, you're just going to
see no signatures and create a new one over here. So let's get started. Click on Create New signature, put the signature name. So and click on Create. Usually what you
want your signature to always have is your name, your job title,
your company name, your contact information,
so email, phone number, website, and any relevant
social media links or images. So you can discuss
everything with your clients of what
exactly do they want in their email
signature as well. For the sake of this example, I just entered a quick template. So best regards your name, job title, jump company, email address, website,
and phone number. So you can now choose for when the automatic
signature should appear. So for example, would it have to appear for any new emails, I'm just going to
click my signature, and on the replies
or forward, also, I'm going to click that
it should appear on this, and I'm just going to scroll down and click on safe changes. So let's just put it
to the test right now. If I click on Compose email, my signature is
already over here. So it's a very
useful thing to have if your client or you are
emailing several people throughout the day and
you don't want to keep inputting your or your client's full name
and other details.
4. How to Delete Emails in Bulk in Gmail: You most likely already know
the option on how to delete the emails by simply selecting them and clicking
on deep option. But I want to show you another very handy option Gmail
and Outlook already have. It's basically deleting
emails in book, and you can do it
for older emails. Let's say, any email which were sent six months and
older, for this example, I'm just going to
delete anything, which is a week and older. So all you would need to do is enter this little formula
in the search bar. Here you're going to have
before year a month and a date. Once you enter the date, you simply need to
click on Enter, and then you're going to have
all the emails which were sent to you before
January 19 of 2025. So right now all you'll
need to do is click on Select Option and
delete all of them. They're going to now
appear in your bin. So if you would like to
delete them permanently, you again have an
option to select all of them and click
on Delete forever.
5. How to Create Saved Replies in Gmail: So right now, I'm going to
show you how you could be creating your safe replies
on your Gmail account. Perhaps you want to
create some templates for yourself to use when
replying to clients, or perhaps you want to make your clients' lives a little bit easier and create some
templates for them to use. So let's just get started. All you need to do is log into your GML account and then
click on the Settings button, see all settings,
click on Advanced over here and make sure that
the templates are enabled. So if you had the Sable, just switch it to Enable
and click on safe changes. Once this is done, you can go ahead and create the template. So you would be creating a
template the same way as you're creating a new email
by clicking on Compose. Um, make sure that the signature is deleted whenever you're
trying to create a template, just so you don't see that duplicate signature
appearing whenever you use that template. So yeah, just delete that, enter the template
you wish to use. If everything looks correct, you can go ahead and
save this template. So you could just be clicking
on the three dots for more options, templates and save draft as template and
save as a new template. The template name usually
appears in the subject. So if you want to, um, save yourself some time. You can just enter a very neutral name that could appear in the subject and would still look
professional and good. So let me just save
it as a follow up. Once it is saved, we can go
ahead and use the template. So all you would need to do is once again, click on Compose. Click on the Tree dots the same way as we save
the template, right, and click on the follow up the template that
we just created. And as you can see, the subject
is going to be follow up, and the template
is going to appear in the subject in the
description field. If you no longer
need this template, you can once again go to more options templates and delete the template
you choose to delete, just like that, and
it's going to be gone.
6. How to Schedule an Email in Gmail: So right now, let
me show you how to schedule an email to be
sent at a later time. So this is very useful
when you need to follow up on something or your client needs to
follow up on something. So let me just show
you how to do it. You would start the same way as just composing a regular email, so you would click on Compose. You would select your receiver. Would simply put the subject and the body in and click on this little arrow button
to see more CNN options. If you click on it, you're
going to see Schedule CN. You'll have an option to pick from what GML is offering you, or you could also select your
preferred date and time. So that's what we're
going to do it. Let's say I need to
follow up in a week, and let's say I need
to do it at 12:00 P.M. And that's it. I enter the date. I enter the time, and I'm just going to click
on Schedule send. As you can see, the notification
appears saying send schedule for Sunday
February 2 at 12:00 P.M. So now let's say I don't need to send
a follow up anymore. I want to cancel it. You can all the time do it, or you can always edit
it to a different date, different time by clicking on the scheduled inbox and
clicking on Cancel SN. And just like that, your
email is just going to pop up in front of you once again and you could
edit it again, click on the Schedule
SN and just select a different date if
let's say you need to modify the time of
your follow up.
7. How to Create Folders and Automations in Gmail: So whenever you're working with your new client and you're
managing their email inbox, your client may find
it very useful if you would create some labels
and folders for them. So this is where I come in to
show you how to create it. So all you would need to
do is access your Gmail or your client's Gmail account
if you already have them and click on the option
to create a label over here. Um, you can use
labels for anything. You can find your own system and basically what your
client would benefit from. Just to give you a few examples what labels you could
find useful is, I don't know, urgent emails,
high priority emails, anything your client
subscription related, right, or let's say anything customer
communication related, or for this example, I'm going to create a label for any invoices your client
may be receiving. So all I would need to do is enter the name and
click on Create Option. And as you can see, a new label appears over here
on the left side. So if you would like to transfer some existing emails
into your new label, all you would need to do
is simply drag them here, and you could see them appearing over here in my new label. But there's another but there's another very
interesting but there's another very handy tool
that you could also find on the Gmail account
whenever you need to sort the emails automatically
to save your own time. So, for example, I
need all the emails which have invoices attached to them to go to my new label. I can try and set it up automatically for
the system to do it. So all you would need to
do is click on settings, see all settings, filters
and blocked addresses. And create a new filter. So perhaps your client has invoices coming in from
certain suppliers. So you may have their
email addresses already, and you could input it here. But for the sake
of this example, I'm going to use
this line only has the words and put invoice as
the word I'm looking for, and click on Create
Filter option. So this will create a filter for basically any email which has invoice within it to go
to my new label, inbox. So to finish off the setting up, I will need to click on, apply the label and
choose invoices label as the one I want to and
click on Create Filter. So right now, let's
put it to the test. So I email myself simply with the world so I emailed myself simply with
the word invoice. And you can see it
appeared over here, and it was automatically
transferred to my label called
invoices as well. So yeah, and you can also see that it was marked
as invoices as well, which is very handy
because it stays on the main inbox as well, so it doesn't transfer
to the label only. Um, so yeah, this is
a great tool to use. I wouldn't rely on it
100% because things happen and some emails
could be sorted wrongly. But for these very basic emails that perhaps are not as urgent, and you can perhaps this
option could be great to use.
8. How to Grant Calendar Access in Google Calendar: So before you start managing
your clients calendar, the one thing that
you need to do is to get access to their
calendar as well. So of course, some clients are okay with sharing
their passwords, but I would rather just have them share the access
to the calendar. This is a safer way
to do everything. So all they need to do is log
into their gmail account, go to the Google Calendar. Click on the settings option, go to the settings. And over here, they're going
to see their calendar. So here, they're going to see their name, if they click on it, and if they click on share with specific people or groups, they're going to
see this option. So you can add
people, for example, you as a person to share
their calendar access to. So let me just show you how to. Just click on the person
you want to share the access with,
change the permission. So you can choose. Your client can choose what they want you to be allowed
to do in their calendar, whether it's just
simply view it, whether it is to edit as well. So if they don't mind you
editing, creating events, changing up everything
in their calendar, I would recommend going with Make changes and
manage sharing option, and just click Send button. What's going to happen right
now is that the requester, this email is going
to receive a message. I'm going to shortly
show you which one. And from there, they're
going to be able to have access to your inbox,
your client's inbox. So this is the email that you as a virtual assistant is going
to receive from your client, and all you would want to do
right now is click on Add This calendar and simply
click on Add Option. Once done, you're going to see your client's meetings popping up in your calendar as well.
9. How to Find a Good Time to Meet in Google Calendar: So let's talk about how to email other participants to find a good time to meet for
them and your client. I usually tend to offer them three time slots
that work for my client. I also consider a bit of
buffer time because I know that some meetings may
be a little bit longer, having that buffer time
really helps and I tend to, of course, use my template. So my template, I'm
going to drop it somewhere here is high name. I hope you're doing well, could you please
let me know if any of the following time,
would work for you. Then I just mentioned
the times that work for my client and just say looking
forward to your response. I also add my client as BCC only because I want my client to be informed that
I'm working on it, that I'm trying to find the
time with this participant, but I don't necessarily
want the participant to know that I'm bussing my client in the emails that
works perfectly and I also have some tools that I
use whenever I need to find the right time and whenever I'm working
with a bunch of people. I usually use Google Forms, Doodle or Microsoft Fine Time. I'm going to have the
entire video explaining on how this could be arranged
with Google Forms, but have a look at Doodle and Microsoft
Fine Time as well. They're free of
charge if nothing has changed and it's also
very easy to use.
10. How to Find a Good Meeting Time Using Google Forms: So another tool which I like to use when scheduling
a meeting with a larger group and
trying to establish the time that suits majority of the group
is Google Forms. So all you need to do is
simply go to Google Forms. And once you see the following, click on Start a new form. Once you click on
it, you're going to see this template appearing. So it's pretty self explanatory. All you need to do is simply create the
title of the form, explain briefly what
this form is about, what's the purpose of it, and enter a few options
that the responders can choose from and as well the question
that you're asking them. So this is how it looks after I entered all the
relevant information. So as you can see, it has the name, meeting
date selection. It has a brief
description, saying, please select your preferred
date for the team meeting. The most popular choice
will be scheduled. Then you have a little
question and three options. I usually only tend to give three options because when
we have too many of them, it's very difficult to find the one that would
suit majority of the group. So it's easier just to have only a couple or
three options available. But once I'm happy with the
selection with the form, with the poll, I could go ahead and share this with the
responders I want pad. So I would simply enter the
email address over here, make sure that that person is marked as a responder
and click on Share. I can then go ahead
and publish the form. As you can see, I have a few
options available for me. So for the responders,
basically, I'm saying that anyone with the link can respond
to this form, and I can share the link. Let's say if my team is using SPAC channel,
I would share it there. I could share it via email. I could share it in any other communication channel
that we all use. As you've seen before, I
could also share it with the responders by clicking on this and entering
their email address. So if I have everybody
already at it, I could simply click on this, notify these responders option and click on publish and Notify. Once I've done that, all of
the people who were marked as responders are going to receive this f with these
options available. So they will all be able
to select one option. So let's say February 13, 9:00 A.M. Works for
me and submit it. Their response is then
going to be recorded, and then I'm going to be able to review the answers
that preferred timing. So if I would go to the same
form and click on responses, I would see which day one and when I should
schedule the meeting. So this is extremely useful
and extremely easy to set up.
11. How to Schedule a Meeting in Google Calendar: Alright, so I'm going to show
you how to create an event, a meeting on the
Google Calendar. There are only a couple
of options to do it. I'm going to show
you both of them, and I'm going to briefly
explain how everything works, so you can easily
create an event or a meeting for your client
or for yourself as well. So the first option is if you
open your Google Calendar, and if you see the
entire calendar, you can just simply go ahead. And click on anytime
in the calendar. So let's say, I need
to schedule a meeting for later today at 5:00 P.M. I would just click here, and this little window
would pop up for me. So I could either
continue here and fill in all the details,
including the title, the timing and the
length of the meeting, I could add guests as well here, location, and just click on
Save, and that would be it. But there's another
option which you can go to from here if you
would click More Options, or you could also
simply click on Create event and simply click
on more options as well. If you click on it, you're
going to be redirected to a larger window with more
options as you may see. So let's just talk about all of these options and everything
you can select here. So as you can see, the
first one is the title. There are certain
templates that I use, and I'm going to add them either in the resources or
somewhere on the screen. Um, but, yeah, you
could simply make a title describing what this meeting this
school is about. So let's say it would be one
oh one with insert a name, or it would be progress review
of and the project name, or it would be interview for
and the position, right? So just basically describing what we want to achieve
with this school, so it's clear for the receiver. And underneath a title, you're going to have an
option to select the date. So if you want to
adjust the date, you can simply click
on the date and select your preferred
one in the calendar. You can also select the time over here and the
length of the meeting. Don't forget that you
have an option for a time zone just in case you're scheduling meetings
for your client who doesn't live in the
same country as you do, have a look at that
because it can become tricky if you're working
with international clients. And then underneath the time, you're going to see
the event details. So as you can see, I can make this meeting either a Zoom
call or a Google meet. The reason why I see the Zoom
meeting option is because I have an extension of Zoom installed into
my laptop already. If you don't have one, I would highly recommend
installing it, especially if your
client has a preference for Zoom meetings instead
of Google meetings. So yeah, discuss this with your client prior to see what is the
preference there. And if the preference
is Zoom calls, then I would highly
recommend installing them. It's really easy
Google Zoom extension and follow the
process from there. And, um let's say right now
for the sake of this example, I'm just going to add
it as Google Meet. Then you can also add location. You can leave it blank
or also just say Google Meet as well depending on where that meeting
is going to take place. Perhaps it's going
to take place from your client's office with
other people as well. And perhaps you're going
to be talking with somebody who's located in
different country, right? It could be an option. So if needed, also pop
the location over here. Underneath a location,
we have another very, very useful tool, which is
a notification or an email, 30 minutes or 10 minutes or whichever time frame you
prefer before the meeting to give your client or yourself a heads up
that this meeting is scheduled and they need to
attend a simple reminder. I always put it as notification.
That's what I prefer. That's what makes it
easier for myself, and usually it
pops up over here. You'll also have an
option to color code it. So whether you have an
accomplished system with your client already or not, but perhaps you color
code, let's say, one on ones and one color and the interviews
in another color, that could be a very
useful system to just see what the client has in their calendars and
basically what they need to prepare for without having
to analyze the calendar. And then we have an option
to select busy or free. What that means is if I
would select busy and nobody else could schedule under a meeting to
overlap with this one, if I would select a free option, then somebody else could
basically schedule another meeting
in the time frame of this meeting if
it makes sense. And then you also
have this option, which makes your calendar
either private or public. So either everybody can see that you have
this meeting or not. And lastly, you just have
a description option. So I just like to provide further details to say something like as
discussed previously, I'm scheduling a
meeting for this and that to talk
about this and that. You could also include
some discussion points or any relevant details what this meeting is
going to be about. So the person who receives an annotation knows
and prepares for it. And the last thing you need
to do after you get all of this information filled
in is to add the guests. And the last thing that you
need to do after filling up all of this information
is just adding the guests. The only thing that I believe I haven't
mentioned that is quite useful to know is this does
not repeat an all day option. So all day meeting is
quite self explanatory. It just basically says that the meeting is going
to take the entire day. Your client is busy,
and that's about it. And another does not repeat option can be adjusted to daily, weekly, on Monday, monthly,
annually, or custom. So for example, let's say, if your client has the
same meeting every week, you would simply
schedule at one time and select weekly
option and custom. That makes it a little bit
easier since you don't need to schedule since you don't need to schedule a meeting all
over again every week, so it just saves a little
bit of time for yourself.
12. How to Modify an Already Scheduled Event in Google Calendar: Now, once you created an event, you can also reschedule it. You could also adjust it from
the calendar once again. So if let's say you
need to extend it, you could simply
drag it to whichever hour you would like
to extend it to. You also have an
option to double click on it and edit the
event from there. Once you modify your event to your meeting, you
just click Save.
13. Project Management with Notion: A Step-by-Step Guide: As you can see in front of you, we have Notion website open, and if you don't know what Notion is and what
it is used for, this lesson is for you
because I'm going to walk you through the main
questions of what Notion is, what it's used for, what
can you do with it, basically, and who benefits
from this platform the most. And basically just going to
show you how to get started. So first of all,
Notion is all in one workplace for
organizing information, managing tasks, and
collaborating with others. It combines features
from no taking ups, project management tools, databases into one
single platform. Everything in Notion
is built inside pages, as you can see on the left side of the page in the
private section. And every single page can
hold either text, images, checklists, calendars or
structured databases. And now, what can
you do with it? So I already mentioned a few things that you
can do with it, but you can also create do
list, build project trackers, store meeting notes,
plan content databases, or even set up a knowledge
base for your team, let's say. You can also view
the same information in different formats, let's say, a table, board, calendar, timeline,
and filter and sort data to focus basically
on what matters most. This platform, at
least in my opinion, reminds me Asana and Trello
because those are both project management tools
or also confluence because it has the
knowledge base that you can share
with the team. So I feel it's kind of holding everything that you
could need in one place. And there are a lot of people
who could benefit from it. But I see lots of
students, writers, content creators benefiting from it, project managers,
freelancers, virtual assistants,
startup owners, small business owners is just a great platform
to learn how to use and organize everything in so now after we learn a little
bit more about Notion, what it's used for what it is basically and who
benefits from it most, right now, let's get
to the practical part, and let me show you
a few functions that you have with Notion and basically show
you the basics of Notion and how to
use this platform. So before we start
with a free version, I actually don't
remember if you only have the first welcome to Notion tab available
and everything else blank because this
is a paid version. So you may not
have these options over here like project planner, job application tracker,
personal website, travel planner, et
cetera over here. I'm just going to assume
that you don't have it, and I'm going to show
you what you can do with Notion basically
from scratch, right? So let's get started. As I said previously, in Notion, you have
everything in pages. So what you want
to do first if you want to get started
is create a new page. You can do it by clicking
on this pencil icon, and here you have
your first page. So of course, you
have the option to customize it based
on your preferences. So either you want to add
any type of background, the cover, if you want
to add an icon, you can. Then you have that
title over here. What you write over
here is going to reflect here as well. So right now, let's
say we're going to create a to do list
underneath it, all options appear
when you start by typing a slash, and
as you can see, we have a suggested options, which are the ones that we're
going to use in this case, a to do list, right. But besides that, we also have other options such as headings, bulleted list, numbered list, toggle list, pages, quotes,
translation even options, images, video, literally endless options with notion you can do
anything you want. You have so many different
options to choose from. So I would really recommend
having a moment and exploring all the options and all things that you could be doing with
Notion because once again, they're endless and it's
up to your creativity, it's up to your preferences. It can be very simple, right, but it can also be something very complex and
nice looking, right? So if I want to do a to
do list, this is it. I'm going to write
a few things here. For example, I need
to email my employee, I need to send an email. Once I'm done with this list, I can come back to this page
and just mark it as done. Then we can also go ahead
and create a new page saying notes on the important
project and keep this page. Basically just for
the notes that I want to keep for
this project, right? And you can just keep creating these pages, anything
that you need. You can also create
your own dashboard. I'm sure that you've seen it maybe on Instagram
or Tik Tok even. A lot of creators have it, and they really customize
it. Very lovely. It looks very neat,
looks very unique. And yeah, it's very,
very useful to have. So basically, I could just type Gabby's dashboard
right over here. Now what we want to do a little bit
differently this time. So instead of just
typing a slash, we're going to type Ed because
we want to redirect and go from this page to let's say my do list or
to my notes, right? So I'm just going to enter d and I can link it
to another page. So what happens in this case, once I have it all linked it
could be a full list, right, but it could be kind
of like a table of contents in some sense. And if I would just
click on that, it would redirect me to
the page of my to do list. So once again, this
is a super, super, super useful function as well, because you have everything
in one page in one dashboard. You don't need to
scroll through all of your pages to find
something that you need. Once again, it's kind of like a table of content in a book. Now let's move on to
something else that is also very cool about Notion
is creating a database. Once again, I'm going to create a new page, and right now, if you just type database, you have these options, I'm just going to create it
as a full page. And here's what you
have in front of you. It could work for
different purposes. Let's say you need to track the deadlines of
different projects, or you need to track even your habits of the
day or anything else. So if you would click here, it would become a page
within this page. So let's say I'm working on one project and I want to
have it tracked over here. So let's say I'm just
going to type project X, and over here, you
can add a property. It can be a status. Let's say I haven't started
it in progress done you can also edit to
different statuses as well. You can add another
property that could be something like a date, right? So I need to complete this
project by the end this date, and you can add all these different properties
as many as you want. And basically, it opens
a page within a page, meaning that if you click
on the actual project, you can also make comments. You can basically add
anything else that you need to add about that
project about that task. So it is also super super needed and super
useful tool to have, especially in virtual assistance
or in content creation. Two fields that I'm
heavily involved in. And one more thing
that I'm really, really excited to
show you is that you can see the same database
in different formats. So not only as a table, but also, let's say, as a
board over here, right, very again similar to Asana and Tre if you work
with them previously, or you can also see it, let's say, in a calendar, right? So you can see by
which day do I need to complete and he's
just once again, such a useful tool
and thing to know. So I think this is all I
wanted to show you guys today. Of course, the options, as I said, million times before, are endless, and you can
explore all the options. You can have the
templates over here and just create new windows based
on that helps a lot, right? But yeah, just take
your time exploring it, take your time playing
with it before. And once you get used to it, you're going to see how
useful this stool is. If you have any
questions about it, just let me know in the
Q&A section or message me, and I'll be happy to answer
Gabija Raizyte, VA & Video editor | Content & UGC Creator
