The advantages of automating your appointment scheduling with Dr. Kayvon K.

Dr. Kavon K returns to the Simplifying Entrepreneurship podcast today for a conversation around the idea of automating, and in particular automating your digital calendar and appointment scheduling!

Here’s a glance at what you’ll learn from our discussion in this episode:

• How to schedule effectively
• Eliminate the 7-13 back and forth messages to book a simple appointment
• Increase speed and accuracy through automation
• Get back your time and save money by automating

We chat about calendar apps like Calendly, TidyCal, and Appointly and how these tools will change the way you book appointments.

To get in touch with Kayvon you can go to www.talktokayvon.com or visit his website at www.simplify.zone

If you’re ready to transform your entrepreneurial frustrations into freedoms by cutting through the chaos and using frameworks that help you run an even better business and enjoy an even better life, simply go to:   www.Mohr.Coach

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Transcript

Kayvon  00:00

I noticed that there is part of the confirmation message that I can modify. So I just copy paste in there. With the confirmation message. And all of the future reminders. They already get all of the call information as well. I don't have to think about it. I don't have to worry about it. You set it and forget it.

Pete Mohr  00:19

You know what Kayvon one of the other big things is that the person on the other side appreciates it too. Yes. They don't necessarily want to have this seven to 13 back and forth, either. Mm hmm. I can't tell you how many people that have never used that before. When they use it. They're go, oh my god, that's so easy. I've got a you know, tell me how to use this. Hey, it's Pete, and welcome to the simplifying entrepreneurship podcast. This series designed to help you change your entrepreneurial worries and wants into wins by providing the tips and tools that will help you cut through the chaos and create clarity, allowing you the ability to level up your business and life. Always remember you lead your business, it shouldn't lead you and this week, I'm talking to my good friend and returning guest cave on. And we had a great chat on automations. You know how they can save you time and money and energy while increasing the speed and accuracy and reducing frustration behind some of the repeated tasks that you're doing to lead your business. And a focus, I think was the idea that there are some really good apps out there. In particular, we talk about some calendar, scheduling apps, and how they can be a real game changer for you down the road and for your clients really, too. So we'll dig right into it with my chat with Kayvon. Awesome, well, welcome back Avon. So happy to have you here again, as a returning guest and just always enjoy our conversations together. Always so much to talk about and so many things to simplify entrepreneurship. Right?

Kayvon  01:59

I do too. Peter, thank you very much for having me, again, I to really enjoy all this talking to you. And these conversations, because when I think the conversation that you and I are having right now is going to be heard and consumed by other people. So this is going to go out, help other people, you know, that's extra bonus

Pete Mohr  02:16

feedback that I get from this conversation. So it's a treat. It is it really is. And I mean, I think we share that in common. It's like we just want to help people get through some of this stuff. Today, we're going to talk about automations, and how they can give you more productivity and what they can do for your personal life and getting through the stuff at work, you know, and we're going to talk specifically about sort of three automations, that can make the biggest impact. And that's just so much of what we do every day as coaches right came on.

Kayvon  02:49

It is automation, it has a bunch of different benefits. One is speed, if you have something done through some sort of a process automation is much faster than with manual. That's obvious for sure. The biggest advantage for me is accuracy. Being Human, we are prone to making mistakes every once in a while. Oh, yeah. And also, if I'm doing the task at 9am is very different than doing it at 7pm. As far as chances of making a mistake or missing something, and that sort of thing. Like I noticed this about myself when I write things down with hand, many of the English words they finish the last word is he like message? Yeah, that's finally I'm always missing it, or many times I'm missing it. And so the more tired I get that he is, is missing a more number of times. Yeah. So the accuracy because a program a computer, a machine does not get tired, therefore, repeated exactly the same way. So that increased accuracy is so valuable benefits from automation that for me personally, it goes much higher than just speed. Yeah, it really does.

Pete Mohr  04:02

Yes. Give me another reason on top when you're saying for me personally, it goes much more than that. So what would one more reason be for automation or for accuracy? Yeah, for both. And another one is resources.

Kayvon  04:14

Yeah. Because when something needs to get done, somebody has to do it. If it's me, or somebody else is going to cost resources, for sure. Automation is not free either. It is going to cost but the cost is so much less than actual people doing it because what's the lowest amount of dollar amount that we're going to pay someone for hourly tasks with a fraction of that you hear your monthly Zapier fee, which can take care of a plethora of actions and activities for you on multiple steps, without mistakes with his speed with accuracy. Like it can't get better than this. Right?

Pete Mohr  04:53

It's a beautiful thing. So much has come ahead. Yes, in the last five to 10 years. Just so much And we'll talk about a few of those today. Let's kick it off Kayvon with our first one that we're going to talk about of the automations that can make the biggest impact for you immediately.

Kayvon  05:09

Well, there are different parts of our business. And the main thing that we do every day is communication. Yeah. So if we can apply any sorts of improvement to any part of the business, I always recommend we start with communication, and let it expand to everything else. Because when you take care of communication, you taking care of 80% of everything that's going on. You and I are both coaches. So being on a coaching call is communication. For sure, reading an article is consuming information, it's for me, it's in the same. So it's the input, output management, and the all of the communication. So if you can put automation on those, and make them simpler and easier, it's very important. One philosophy behind this automation is managing the time of engagement with different things. If there is a coaching goal, you and your client don't randomly get on a call, you schedule it. So you're managing time, because that's the time that we are going to both dedicate to that. So same thing, scheduling everything, reading something, going through emails, it's different type of that's everything, when it has its own time, is going to be much more effective. So these are the thoughts and philosophies when I want to approach to automate something or make it more optimized. Does that make sense?

Pete Mohr  06:27

Yeah, it absolutely does. I mean, for me, when you were talking about scheduling, there's this, I can't remember where I heard it. But it takes seven interactions to book an appointment, at least back and forth, back and forth. And you probably live this as well, like, yes, it's either a phone call, and then an email, and then you don't hear from them. And then it's a message and then it's all this back and forth. And a few years ago, I added calendly to my automation toolbox, and really enjoyed that. And I know you've used that in the past too. And you've tested a few others as well. But once you kind of go through that idea of what that can bring to somebody who hasn't used something that will automate that for

Kayvon  07:04

it. Yes. before saying that, I'm going to say whichever automation that you're gonna use. Yeah, it's not just that it's going to impact everything else and make everything else better as well. Absolutely. Which we're going to go through this example right now. calendly, or any of these appointment application tools is a great help. As you said, I heard somewhere between seven to 13 messages back and forth for one single appointment to be confirmed. Because guess what? The final one, after it's said it's confirmed? Yeah. Right. Or, or the ones after that follow up? Just remember our appointment is tomorrow? Or are we still good for the appointments, and that sort of thing. So let's use that a call that needs to be scheduled? Yes, we need access to calendar, not only our calendar, their calendar, somebody needs to be able to look at free time for both parties, and set a time. So a tool like calendly, I use tidy cow. Before that I use appoint Lee, sure there are many, many out there, they all perform the same way you can connect your calendar to them. And when you have that set up for your business with access to your calendar, you don't have to worry about it. They give you a link that you can just send this link to someone, here we go. This allows you to view what's available on my calendar and pick one that works for you. It's so awesome. Yeah, if it just did that, yeah, it would be already awesome. But what else also happens when the time is scheduled, we both get notification, you have an appointment book, if there are other things that need to happen manually or automated. Now we have a prompt, now we have a something that is a trigger that can start other things. Usually these applications, they send notifications to remind people, your appointment is for tomorrow, it's gonna start in one hour from now you can set that up. And all of that communication that facilitates everything is built in to the program.

Pete Mohr  09:06

You can even put in the questions you want to ask them. Yes, I love that portion of it too. It's like the questions that you would normally say like, what are we going to talk about in the meeting or any of those think clarifying questions before the meeting. And then you get that back in the email. So you can actually go through what they want to ask you and all that sort of stuff beforehand and prep. I mean, it's just awesome.

Kayvon  09:26

Yes, more than anything else, it puts them in the mindset ready for this call. I love it. Because of the first few minutes you have to get on the same page. This already facilitates that gives you more information about who is it that I'm going to talk to what is this call about what's going on that you can modify your questions that way. Another advantage of using tools like that, it could be multiple people. Like if they need to have four people from the company on the call with you. They can add guests now everybody gets all of these benefits and advantages go from there. In the case of some of the tools, I know calendly does this, if you have multiple people in your company, that they're taking incoming calls, there could be a round robin kind of a feature that it finds a time in multiple calendar and assigns the time to that. Yeah. So those are the advanced versions of adjust, keep it a one to one kind of thing. Now, that time is booked, we also need a method of communication, zoom, or conference calling. And all of that are options that people use for video chat or voice chat. And that that sort of thing. These days, as you said, technology is going really fast, and always getting better and better and easier and easier. But even if it wasn't, it's how we think about it. So I remember, I don't know, about 10 years ago, or so when you didn't have all of these integrations with zoom and everything else zoom. I don't think of them while they existed at the time, I use this service called over conference for getting on a conference line together with my client. And I had my own over conference login information. This is the URL, this is the phone number you call blah, blah, blah. So before I used to just get the appointment, and it would trigger that I send them an email, here are the call information. But looking into calendly, or I was using point three at a time, I noticed that there is part of the confirmation message that I can modify. So just copy paste in there. With the confirmation message. And all of the future reminders. They already get all of the call information as well. I don't have to think about it. I don't have to worry about it. You set it and forget it.

Pete Mohr  11:39

You know what Kayvon one of the other big things is that the person on the other side appreciates it too. Yes. They don't necessarily want to have this seven to 13 back and forth, either. Mm hmm. I can't tell you how many people that have never used that before. When they use it. They're go, Oh, my God, that's so easy. I've got to, you know, tell me how to use this. Right? Yes.

Kayvon  12:01

So it's, I need this too. And I think that's one of the things we're trying to share here. Simplifying entrepreneurship podcast is just rolling through a couple of these quick wins. And that's kind of how I look at it. So we had to worry about sending them the contact information called information, zoom information, we don't have to do that anymore. And with the current integrations, that's just easier, you can use them once and it takes care of it all in the backend for you. Another great advantage of all of that is you can set up other automations like I have this one that when people book a time on my calendar, it automatically adds them to my email software. By unconverted they add themselves to my list. Now I have all of the email addresses and that sort of thing. They will receive future communication from me. Now going back to back in the old days, again, because these are all the things that we can do again right now or they're automated, but more than anything else, I want to talk about how we think about this. So when people got on my Uber conference at the time, I needed to remember to record the call. Yeah. Then I found out in Ober conference, there is a feature called auto record. I said that once. I don't have to worry about it again. Right. So it goes on and on every everything little thing that we do, how can I make this easier? How can I make this simpler? How can I make this? It always goes with that? Now, I mentioned, there are different tools, I have switched from two or three different appointment software in the time, but sure, you want to communicate that in your correspondence. It could be at the bottom of your signature or something. So they give you a link, like calendly slash blog slash No, yeah. But if you switch software, now you have a new link, and all of your previous links, which could have been an a PDF that you sent three years ago, or mentioned at the end of a podcast three years ago or so. They're all kind of now. Yeah, right leads are lost. So I thought, How can I make that simpler and easier? So I got the domain name, talk to Kay, Avon calm. It's just a matter of forwarding that appointment booking page to that domain name. Yeah. So a few weeks ago, I changed it from calendly to tidy cow. All I had to do was change that forwarding nothing else in no other communication doesn't matter how many PDFs and podcasts and conversations, images that were out there, they're all going to the same place. So toxic avon.com is the place to book an appointment, everybody can do that, you know, talk to your first name or book a call with us right now, what some sort of a domain name that you can get, or the easiest one is your website slash Connect. Yeah, or some simple word like that. And that page is always forwarding to the right place with the right filter and that sort of thing. So the interface for the user is also always the same.

Pete Mohr  14:52

Love that I'm going to do that right after this call. I've got my next domain name right in my head and I'm going to get that done. I love that. Thank you. There. Call me today.

Kayvon  15:01

My pleasure.

Pete Mohr  15:02

Awesome. Okay, well, that's all the time we have here today chatting about calendar and all that good stuff. So much good things here that we're talking about on our discussions with simplifying entrepreneurship here, Kayvon. I always enjoy it. Obviously, we know how to get ahold of you if we want to. Now, but it tell us, you know, just if we're not quite ready to book that call yet, but we just want to reach out to you, how else can people get ahold of you came on

Kayvon  15:27

my website is simplify dot zone. One thing that I do is I help people to basically use their strengths work in their zone, I have a quiz there to see if you are working in Arizona or not, that would be a good place to start. And guess what? After you submitted it for words to my calendly page, right? Like that? Yes.

Pete Mohr  15:48

Auto magical!

Kayvon  15:49

Well, yeah, why not? There is the program that I'm working on. So simplify dot zone slash implementation is all about implementation. And I also have a request for the listeners or viewers of this podcast, I'd like to know what are the automations that you use when it comes to booking appointment? What tricks over trade? Do you have to make it simpler and easier for all of us? Please let us know. You can send it to us on social media or whatever, for sure. Yeah. And this will make it better. And when we learn something from you, we will include it in future episodes.

Pete Mohr  16:24

Absolutely. We're lifelong learners. Kayvon, both of us and I think that's why we get along so well. We're always looking for interesting new stuff. Kayvon always has so much great stuff to share. Thanks for spending some time with me here on the simplifying entrepreneurship podcast. Think about how you can apply today's simplifying entrepreneurship topic of automations and in particular, the calendar automations to advance your business and have an even better entrepreneurial life. If you liked the podcast, please share it with your friends and invite them to listen. For more information on my entrepreneurial programs. Visit www.MOHR.coach. That's m o h r . c o a c h,  and until next time, make it a great day. And ironic Media Production visit us at ironickmedia.com.