Full VA training module
Learn how to schedule meetings clearly, handle time zones, add buffers, and send professional confirmations.
Who this module is for
Best for aspiring VAs who want to support founders, coaches, consultants, sales teams, or busy executives.
Mock client brief
Imagine a client sends you the items below and asks you to handle it. Your job is to turn the mess into organized work, clear decisions, and proof you can explain.
Module workbook
This page is meant to be worked through, not skimmed. Read the lesson, complete the action steps, then build the final project at the bottom.
Guided lessons
Each lesson has a concept, a VA action, and a small proof task. Do all three before going to the final assignment.
Part 1
Most scheduling mistakes happen because the VA starts booking before confirming the basics.
Action 1
Confirm purpose, attendees, timezone, duration, preferred dates, deadline, location or meeting link, and agenda.
Action 2
Ask whether the client wants buffers, lunch protection, focus blocks, or no-meeting days.
Action 3
Check whether prep files or notes should be attached to the invite.
Proof task
Apply this part to the mock client brief above and save one clear example you could show in a portfolio or explain in an interview.
Part 2
A strong VA does not ask vague questions when they can reduce work for the client.
Action 1
Offer 2-3 options with day, date, time, and timezone.
Action 2
Avoid offering times that create back-to-back calls unless approved.
Action 3
Mention the planned duration and agenda in the message.
Proof task
Apply this part to the mock client brief above and save one clear example you could show in a portfolio or explain in an interview.
Part 3
Calendar invites should be useful even if nobody reads the email thread again.
Action 1
Use a clear title: Client Name <> Company - Discovery Call, Weekly Ops Review, or Interview.
Action 2
Add attendees, meeting link, agenda, notes, and reminders.
Action 3
Confirm after sending and save any prep materials in the correct folder.
Proof task
Apply this part to the mock client brief above and save one clear example you could show in a portfolio or explain in an interview.
Walkthrough
This is the exact practice flow learners should complete before marking the module done.
Copy-ready resource
This is not filler. Use it as the learner's working template, then customize it for the client, task, and tone.
Hi [Name],
Happy to help schedule this. Here are the available options in [timezone]:
Option 1: [Day, Month Date] at [time]
Option 2: [Day, Month Date] at [time]
Option 3: [Day, Month Date] at [time]
The meeting is planned for [duration] and will cover [agenda]. Once you confirm the best option, I will send the calendar invite with the meeting link.Hands-on practice lab
Your client needs 5 meetings, daily lunch, 3 focus blocks, and 15-minute buffers before important calls.
Submit these outputs to yourself as proof. If a learner cannot explain these, they are not done with the module yet.
It prevents confusion and avoids making the client or attendee calculate the time themselves.
A clear title, attendees, date and time, meeting link or location, agenda, notes, and reminders.
They protect the client's energy and reduce late starts, missed prep, and rushed context switching.