I know I'm not the only one who gets overwhelmed by calendar management. It's a huge part of an executive assistant's role, and it can be a real challenge to keep everything organized and under control. But don't worry, I've got your back! In this post, I'm going to share a few of the strategies I use to make calendar management a breeze.
Permissions and Protocols
First things first, you need to make sure you have the right permissions and protocols in place. If you're managing multiple calendars, you need to ensure that you have the necessary access to each person's calendar. This way, you can see what's going on and make changes as needed. And if you're sending invites on behalf of your executive, you'll need to have that permission as well.
Color Coding for Visual Clarity
One of the things I always do is color code all of my meetings. This makes it so much easier to visually scan the calendar and see what's going on. For example, if all of your one-on-one update meetings are a specific color, you can quickly identify open blocks of time to schedule other meetings.
Regular Check-Ins
Depending on who you're managing and how many people are involved, it can be really helpful to have regular check-ins about their calendars. This way, you can stay on top of any new meetings, upcoming events, or anything that needs to be prepared for. It's all about communication and staying in the loop.
Troubleshooting Conflicts
I'm always on the lookout for calendar conflicts, and I make it a priority to move them as soon as I can, even if it's months in advance. This saves me a ton of time and headache down the line. I can make sure I have the right conference rooms booked, and everything is squared away.
Communicating Changes
If there are any big changes to the calendar, I always make sure to communicate them with my executive. Whether it's a last-minute meeting or a major shift in the schedule, I like to proactively reach out and let them know what's going on. This way, they're in the loop and there are no surprises.