Maybe they need to adapt their schedule to increase their productivity or have more time for extracurricular activities. The reason why you need to review the executive calendar together is because your executive’s schedule is a work in progress. Generally this can be a quick weekly event - but even if it’s just once a month that will suffice. Meet frequently.Įven after you’ve gotten to know your executive, you still should schedule a one-on-one meeting with them to review their calendar. If their biological primetime is between nine am to 11am, then that’s when you would block that specific time in their calendar for undisturbed week. Look at biological prime-times.įor example, if you know that they pick their children up from school everyday at four pm, then you wouldn’t schedule a meeting for your exec around that time. Possessing this knowledge will help you create a daily routine - which will make managing their calendar easier to do. You’ll learn which personal items, apps and processes they want., and you’ll learn what they may want added or subtracted - and when they prefer to do specific tasks. You’ll quickly learn whom their most important and professional people are. It will tell you when and whom they regularly meet with. This shadowing or allowing them to mentor you during the initial legwork - will help you know who they are. Don’t be afraid to ask them how they want tasks prioritized. Shadow them for a week or two to better understand their daily routine. Go back and review their calendar from the previous two or three months.

Get to know your executive.īefore you start scheduling and managing your executive’s calendar, you should first get to know them. To ensure that you have job security, and become one of your executive’s favorite people, here’s seven tips on how to effectively manage an executive calendar.

That’s why the role of a secretary or executive assistant is one of the most important members within an organization.

Is there anything more important for an executive than to stay on schedule and manage time effectively? I doubt it.

Calendar management in outlook