Tips for Managing an Executive's Calendar

As an Executive Assistant, one of my main responsibilities involved handling the scheduling for three executives in our office. While this may seem like an easy enough task, I quickly learned that managing someone else's calendar is a bit like being an air traffic controller: if you aren't careful, big problems can occur. I learned a few things about the process that I'd like to pass on to the OfficeArrow community. Hopefully, these tips will help prevent mid-air collisions and ensure smooth sailing for all parties.

1. Get Specific Instructions

Managing someone's calendar means that you're really dictating their daily activities. It's a lot of control to have over another person, so don't take it lightly. Ask them specifically how they like their days to run. What is the earliest appointment they feel comfortable with? What is the latest? Do they have specific times of the day that they would like to just work and not have interruption? Are there specific clients or associates that they are willing to meet with in the evening or early morning hours? Don't be afraid to really get personal here. The person you're assisting will likely be thankful that you care. Of course, you can't predict everything so when in doubt about a particular appointment, ask.

2. Timing is Everything

Keep in mind that meetings outside of the office require travel time both directions. Block this time off on the calendar so both you and the executive are aware and don't schedule another appointment immediately before or after. You can use the color coding system available in the calendar software to distinguish between a meeting and travel time.

Also, keep in mind that most people don't appreciate back to back meetings. We're all human and we all need breaks throughout the day, whether to use the restroom, have lunch, or just take a moment to regroup. Ask the executive how much time they would like to have between meetings. My previous boss preferred an hour if possible. However, his partner was content with 15 minutes. It all depends on the person's individual work style.

3. Keep Track

If both you and the executive are handling the scheduling, find a way to note who made each specific appointment on the calendar. This will help prevent the dreaded words: "Why did you schedule that meeting for today?!" You'll be able to clearly show that you didn't schedule it - they did. You can do this in one of two ways:

• Use the color code system and choose a separate color for each of you
• The person scheduling the appointment can include their initials in parentheses after the meeting title. For example: Budget Meeting, All Staff (CS)

4. Keep Notes

Personally, I use Outlook and always have in the past. Within that system, you are prompted to give each appointment a name and a location, and there is plenty of empty space to add notes as well. Most, if not all, calendar systems will include ample room for meeting information. Be sure to add whatever you can for each appointment you schedule. Some of the things you might consider including in the notes section are:

• Who requested the meeting
• The date the meeting was requested
• What the meeting is regarding
• Any specific information that will be required prior to the meeting
• Any specific paperwork or other items that will be needed for the meeting
• Date and time the meeting was confirmed (and who you spoke to)

5. Keep Communication Open

Let's face it: life is never smooth sailing for long. Things come up day to day and schedules need to be adjusted. Keep open lines of communication with the executive so, if meetings need to be cancelled or rescheduled, or if a location needs to change, you'll know as soon as possible.