Larrizza Gamboa

Calendar Management “ Calendar management is the systematic process of organizing meetings, events, and tasks with the ultimate goal of maximizing the return on investment you can get from the precious limited resource we call time https://snacknation.com/blog/calendar-management-for-executive-assistants/#:~:text=Calendar%20management%20is%20the%20systematic,l imited%20resource%20we%20call%20time. 8 Ways to Master Your Executive Calendar Management Eisenhower Matrix Urgent and Important Important but not urgent Urgent but not important Neither important nor urgent these are priorities that only you can address and require immediate attention these priorities require your attention, but you can schedule them for later, within a week or so. these are priorities that others can do, and you delegate them to someone else. these are priorities that you should not do at all. Eisenhower Matrix Urgent and Important Important but not urgent Urgent but not important Neither important nor urgent Ex.: Ex.: Ex.: Ex.: Board meetings Meeting request from a direct report Scheduling meetings If you are asking yourself, "Why am I in this meeting?" Skip the next one. Client Calls Check-in with a critical customer Planning travel Preparing documents Document Your Meeting Preferences ￮ ￮ ￮ ￮ Duration for diverse types of meetings: not all meetings need to last an hour. You can save a lot of time with shorter sessions. Buffer time between meetings Restricted times Out-of-office notifications Color Code Meetings ￮ ￮ ￮ ￮ ￮ Type of activity (business, personal, health, deadline, etc.) Priority level Internal or external Onsite or off-site Recurring meeting Send Reminders and Confirmations ￮ One of the most powerful ways to save time is sending reminders about upcoming meetings and meeting confirmations to attendees. Attendance no-shows can be a huge time drain and demoralizing. Create Templates for Calendar Invitations and Confirmations ￮ ￮ ￮ ￮ ￮ A message that says you are looking forward to your meeting The day and time Location Any phone numbers or video call links A request to respond to confirm or change plans Gather Documents for Executive Meetings ￮ ￮ ￮ Minutes from the previous meetings (if recurring) Profiles of the attendees that are unfamiliar to you Agendas Review Your Calendar Daily ￮ Review a summary of tomorrow's schedule at the end of the day. Delegate Wisely, and Kindly ￮ ￮ ￮ ￮ Redirecting the person to a more appropriate resource as a starting point Offer help connecting them with a more appropriate resource Explain how the person will get better results with a more appropriate resource Offer support if the person hits roadblocks with the resource you recommend