A tech-enabled consulting firm was scaling rapidly, but their internal admin support could not keep up. Team leaders were wasting hours coordinating meetings, managing calendars, and reacting to email overload, leading to poor time management and lost business opportunities.
The Challenge
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Team members booked meetings manually, with overlapping or missed appointments
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C-level staff spent up to 3 hours a day on email triage
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No unified system for prioritizing urgent vs. routine communications
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Lack of visibility across internal and client calendars
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Junior staff managed schedules reactively, with no strategy or follow-up
The company needed a smarter way to handle daily operations—but without hiring full-time executive assistants.
The BPO Solution by Proactyv
Proactyv stepped in with a dedicated virtual assistant team as part of our business process outsourcing (BPO) service. These experienced specialists took over calendar management, email handling, and meeting coordination with precision and discretion.
Side-by-Side Transformation
| Task | Internal Team | With Proactyv |
|---|---|---|
| Calendar Mgmt | Basic booking only | Strategic scheduling with reminders |
| Meeting Setup | Delays, overlaps | Coordinated across time zones |
| Email Handling | Reactive, missed priorities | Proactive sorting & follow-ups |
| Inbox Management | All handled by executives | Delegated, filtered, and action-ready |
Results
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90% reduction in scheduling conflicts
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50% less time spent on email by top executives
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Seamless meeting coordination across regions
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Proactive follow-ups increased meeting show-up rates
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Executives reclaimed 10+ hours per week to focus on business strategy
The Takeaway
Your staff can book a meeting. Our experts design your day.
With Proactyv’s remote back office support, this client turned chaotic calendars and overflowing inboxes into streamlined, automated systems. By outsourcing calendar management and email handling, internal productivity soared—and so did executive peace of mind.
