Comment pouvez-vous vous assurer que le calendrier d’un dirigeant reflète ses priorités?

Ensuring the executive's calendar reflects their priorities with a combination of effective and clear communication, regular reviews and updates.

I communicate daily with my executive. I have weekly one on ones where I have a detailed list outlined of what I want to discuss in order of importance. I also color code his calendar with certain colors so he knows this is a meeting you can’t miss. I also put email attachments in his calendar, so he’s aware I need you to respond today or etc. I also try and predict what he may need. For example if I see on his calendar he needs to mail a letter , I the envelope and stamp waiting on his desk before he gets in. If I know he is traveling for work, I will ask him if he wants to meet with other specific clients in the area that he may have not thought of.

To ensure an executive's calendar reflects priorities: Define key priorities and goals. Schedule essential tasks and meetings first. Use color-coding to differentiate priority levels. Block off focused work time. Regularly review and adjust the calendar. Delegate non-priority tasks when possible. Limit back-to-back meetings for breathing room. Ensure alignment with strategic objectives. Consider personal priorities as well.

Communication is the key! It’s important to ask for feedback, especially when you start a collaboration with somebody. You should get to know the person you are going to manage. If you have a lot of information from your CEO and understand the thinking and goals of this person, it’s easier to work on your own.

To ensure an executive's calendar reflects their priorities, have regular discussions, allocate buffer time for strategic tasks, delegate non-essential commitments, use color-coding, review and adjust the calendar frequently, block focus time, set clear boundaries, employ digital tools, communicate priorities to support staff, and maintain flexibility for evolving needs.

Planning ahead is key I have been an assistant for more than 20 years and I tweak this skill constantly. I do a deep dive with my executives calendar 2 to 3 weeks out. I answer questions like if I were them. What would I ask when I look at this calendar entry. I use this question as a baseline to research and deep dive into every single calendar entry so I can debrief. my executive and realign priorities based on the business pipeline. Adding proper titles that are linked to the business priorities is also a quick tip to ensure proper alignment.

Optimize the tools made available to you! With Outlook, I color code meetings based on identified and communicated initiatives, which I learned from regular touch bases with my Manager or for whomever I was the calendar gatekeeper. Don’t reinvent the wheel, in Outlook, utilize the tasks, embed relevant details into the meeting notes itself vs sending a separate agenda email and highlight key words, numbers, names, or desired outcomes there too.

Calendar management is planning ahead - I found blocking out calendar and managing meeting requests as and when it comes through - assist me in buffering time for unexpected issues and assist when conflict meetings does come throught to discuss and see importance. On importance of meetings apart from connecting with my Executive I also view the invitee list - if my Executive has to attend or is added as optional attendee.Then see if any line managers are attending who can provide feedback after the meeting. I will then go back to meeting organisor on status of attendance noting if someone will provide feedback if my Executive is not able to attend. Making calendar notes next to all meetings where there were actions.

One cannot have back logs when assisting the busiest executives or handling multiple calendars. Planning ahead of the day is always the key factor to avoid cancellations, rescheduling or other developments. It helps optimizing one's time effectively.

When it comes to managing calendars, planning ahead has been a key to my success. I always make sure to prepare my executive's schedule well in advance, considering their short-term and long-term goals, as well as their personal commitments. Striking the right balance between their workload, strategic projects, and personal growth is essential. I also plan for unexpected situations and allocate buffer time for any surprises that may arise. This proactive approach not only optimizes my executive's time and productivity but also helps prevent conflicts and delays, making for smoother calendar management.

Calendar management- prioritization and categorization- Colouring coding meetings in calendar will assist one in prioritization and categorization meetings.

To prioritize with different labels or to write URGENT/DUE TO into the title of a meeting or task, makes the priority easily visable. If I am not sure, what client/project/task is more important at the moment, I am just sending a short message to my CEO to check and adapt in the schedule.

Prioritizing and categorizing is another crucial skill I've honed for calendar management. It involves organizing my executive's tasks and appointments based on what's most important, urgent, and relevant. To do this effectively, I use a system that suits both my executive and me, like color coding or labels. Regularly reviewing and adjusting the calendar, considering feedback and shifting priorities, ensures that we focus on high-priority tasks while efficiently handling the less important ones. This method helps us make the most of our time and resources.

I agree but you can’t forget to DELEGATE the less important things or the ones that you don’t have the experience or expertise to make your executive look and be successful.

One of the key aspect of Calendar Management is prioritising and categorising. This easily helps you to know which to come first and last as well as decline and accept.

When blocking your executive's calendar, give though to their need for focused work time, and space between meetings. When I am preparing to onboard a new executive, I always block Monday mornings and Friday afternoons as "Focus Time". While we inevitably book into these windows on occasion, I've not had anyone ask me to delete those blocks entirely. And as more new executives come on board with these times blocked, the culture of protecting that focused work time becomes easier and easier to maintain. Similarly, blocking buffer time between meetings goes a long way to reducing full day marathons of back to back meetings. Again, it's not always possible to preserve those buffers, but it gets easier with practice.

Work smarter not harder- Streamlining - By making calendar notes next to meetings where there were actions items i.e Sam is attending meeting, need to attend first 30 minutes - did inform requestor, adding emails link to meeting, etc. one optimise time management by not having to go back to outlook looking for content/action items link to meeting. Executive will also at one glance have a view of action items - if there where any or emails linked to meeting.

One valuable tip I've found in calendar management is the technique of Time Blocking. I make sure to set aside dedicated time blocks for different tasks on my calendar, whether it's focused work, meetings, or even short breaks. This approach helps me stay organized and boosts productivity by providing clear boundaries and structure to my day. It's a personal strategy that can work wonders for keeping my calendar well-managed and tasks efficiently executed.

After every meeting, I assess its effectiveness. Did it accomplish its objectives, or were there any unproductive moments? This practice has allowed me to fine-tune future meetings, making them more efficient and purposeful, ultimately enhancing my calendar management skills.

It is also helpful to help your executive evaluate their use of time. In your next one on one, conduct a quick calendar audit to find out how valuable each of their meetings for the past week has been by asking them to rate each meeting on a scale of one to five. Use these ratings to identify time wasters that can be shortened, delegated or replaced with more valuable activities. Explore how they would ideally like to allocate time across their top projects and goals, and then analyze their scheduled meetings and activities to see how well aligned the actual schedule is with that ideal use of time.

Manager your time and execs time effectively. If certain meeting happen regularly year after year, book those meetings 1 year in advance. Set up prep time, if needed, far enough in advance to ensure everyone is prepared. Label meetings the same way each time so you can easily search for them and any notes that you've added to those meeting entries. Easier searching your calendar then your email!

And don't forget to share a bit of their load. If they mention a project they're passionate about, offer to look into potential collaborators or resources. When you do this, you're not just managing their calendar but also actively contributing to their success.

Seek to understand the heart and mind of the executive you may be handling. In this industry and field knowing them and what they value will give you clear insight in how to schedule and plan accordingly. I know my executive. I know their values and beliefs. I know what matters to them the most. As a result, when I make their daily schedule, I plan it according to those value and the time that is allotted.