Managing your executives calendar can be overwhelming at times especially if you manage more than one.
Here are a few tips to help take some of that overwhelming feeling away:
Make sure that you both are sharing the same calendar. This will help in case your executive would add anything on their own instead of scheduling via you.
Allow 30 minutes between meetings. This will help so that if a meeting would run over it does not push everything else behind. This also gives them time between meetings to focus on the upcoming meeting. They will also be able to return any calls, emails etc.
Don’t double book. This is crucial that you really watch the calendar and do not double anything.
For external meetings be sure to follow-up a few days before the meeting to make sure there has not been any changes to location, time etc.
Use calendar invite as much as possible so that way it is easier to change times, add people to a meeting, book a meeting room etc.
Utilize the notes sections for information about the meeting, who will be in attendance etc. This will help you when you are going to do some follow-up or prep for the meeting. It is much faster than trying t search through emails.
Copy everything from your executives calendar to your calendar. This will allow you to be able to know exactly what is on their calendar at all times as you will not be carrying your computer out everywhere you go but you will have your phone. This also will help in case they would delete something you still have it on your calendar.
Try and schedule meetings starting at 8:30, this gives your executive time to get into the office and settled.
Try and not schedule anything after 4. This also gives them time to wind down their day and clear up any outstanding phone calls, emails, mail etc.
Always keep them informed of any changes you have made in case they have not checked their calendar on their own.
These are just a few tips that will help you a bit more on managing the calendar. In the end you always have to find the fit that works best with you and your executive but trying something different and tweaking to fit how you work sometimes can take a bit of pressure off of you.
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