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Do ensure you set yourself a reminder to confirm the meeting or delete it from the calendar. To create effective Calendar Management for Executive Assistants, It is well worth putting a ‘holding’ meeting in your Executive’s diary. You will often be asked to find time for a meeting that may or may not happen. Instead, change the recurring meeting end date so that any previous meetings remain in the diary. This will remove all of the meetings, and you may need a record of individual appointments. Perhaps they should take place over the phone rather than face to face. Are the meetings still worthwhile, or would it be best to schedule them less frequently?
If this is the case, revisiting the meeting details with your Executive and the attendees is worth revisiting. If the sessions are frequent, I would suggest six months at the very maximum.ĭo the attendees change the time/date frequently? Do they often get cancelled? Never schedule recurring meetings for more than a year in advance. Recurring meetings are great, but they also have to be managed quite carefully. Recurring appointments are a simple way of ensuring your Executive meets regularly with key individuals, such as direct reports, clients and, of course, their Assistant. Here are some effective tips that will help Assistants with the day to day task of managing their Executive’s schedule.
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Most of you will use Microsoft Outlook to manage your Executive’s schedule, so make sure you download our cheat sheet. Using Outlook effectively to manage an Executive’s schedule
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Once you have this information, you will know the best time to schedule meetings for them and when to leave time free to get stuck in their emails or write a report.
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Once you have complete control over the schedule, you must understand how to maximise your Executive’s productivity through your diary management skills.įirstly, knowing when your Executive is at their peak during the day is essential.Īre they morning or afternoon people? Do they take a while to get going in the morning or start to flag in the afternoon?Ī good way of finding this out is by monitoring when they need caffeine! This is effective Calendar Management for Executive Assistants. If you missed this step and have been working with your Executive for a while, it is well worth revisiting this question in your next catch-up meeting.ĭiscuss how the calendar management works and any new initiatives you would like to introduce or if they would like you to organise the calendar differently. Within the first few days of working with a new Executive, an Assistant should ask this vital question: How do you organise your calendar, and how do you like to have your meetings set out? Yes, there are specific protocols all Assistants will follow, but on the whole, the service should be tailored to the needs of the Executive.Įnsuring you manage your Executive’s diary effectively is ultimately down to communication. How to ensure you manage your Executive’s diary effectivelyĮvery Assistant will manage their Executive’s calendar differently. But otherwise, and we can’t stress this enough, effective calendar management for Executive Assistants starts with the rule that all scheduling should go through the Assistants. All scheduling changes should go through the Assistant.Įxecutives should direct all meeting requests to the Assistant, including any verbally agreed meetings.Įnsure your Executive is kept in the loop when changes are made to the diary, especially any changes or cancellations during that day. Assistants should manage every part of their Executive’s calendar, you should entirely control it, and your Executive shouldn’t edit the schedule at all (in an ideal world!) It is also true that all communications about the schedule should be directed to the Assistant.
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