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How do you deal with difficult or demanding people who want to book time with your executive?

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Managing an executive's calendar is a challenging task that requires skill, tact, and diplomacy. You have to balance the needs and expectations of various stakeholders, such as clients, colleagues, partners, and media, who want to book time with your executive. How do you deal with difficult or demanding people who want to access your executive's schedule? Here are some tips to help you navigate this complex and dynamic role.

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1 Know your executive's priorities

The first step to managing your executive's calendar is to understand their goals, preferences, and availability. You need to know what kind of meetings they value, how much time they need for preparation and follow-up, and when they are most productive and focused. You also need to know their personal and professional commitments, such as travel plans, family events, or board meetings. Having this information will help you prioritize and filter the requests that come your way.

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Sally D.

Seasoned C-Suite Logistical Consultant | Global Expertise | Strategic Business Partner | Positive Change Ambassador | Multilingual | Long-Distance Runner | Diplomatic Maestro and Bridge Builder
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Aren't I a sucker for a challenge? And dealing with difficult or demanding people who want to book time with your executive can be challenging. As an experienced executive assistant, I learned to practice a simple principle, my 3 F's: Fair, Friendly, and Firm. In any situation, you must remain calm, professional, and empathetic. Friendly: From the get-go, be sure to understand the nature and purpose of the request and its urgency. As you keep an eagle eye on your exec's schedule and priorities, asses if it's even possible to accommodate such a request.

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Jeferson Almeida

Secretário Executivo SRTE 0052464/SP | Assessoria Executiva | Gest?o de Agenda | Facilities | Family Office | RH | Organiza??o de Eventos e Viagens | Customer Experience
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Dealing with difficult or demanding individuals seeking time with the executive, as an executive assistant, requires a diplomatic approach. This involves clear communication about the executive's availability, assessment of priorities to justify time allocation, setting boundaries, offering alternatives, screening requests, using efficient scheduling tools, managing expectations, collaborating with the team, and maintaining professionalism.

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2 Communicate clearly and respectfully

The second step to managing your executive's calendar is to communicate effectively with the stakeholders who want to book time with them. You need to be polite and professional, but also firm and assertive. You need to set clear boundaries and expectations, such as deadlines, formats, and agendas. You also need to be responsive and proactive, keeping the stakeholders informed of any changes or updates. By communicating clearly and respectfully, you can build trust and rapport with the stakeholders and avoid misunderstandings or conflicts.

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3 Negotiate and compromise

The third step to managing your executive's calendar is to negotiate and compromise with the stakeholders who have competing or conflicting demands. You need to be flexible and creative, finding ways to accommodate or resolve the requests that are important or urgent. You can use techniques such as offering alternatives, suggesting trade-offs, or proposing joint meetings. You can also leverage your executive's influence or authority, asking them to intervene or delegate when necessary. By negotiating and compromising, you can optimize your executive's time and resources and satisfy the stakeholders' needs.

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Sally D.

Seasoned C-Suite Logistical Consultant | Global Expertise | Strategic Business Partner | Positive Change Ambassador | Multilingual | Long-Distance Runner | Diplomatic Maestro and Bridge Builder
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Have you ever seen the guy at the circus with multiple sticks, and at the top of each stick, he has a plate he keeps spinning so they won't fall? Dealing with these requests may feel that way, so let's spin some dishes. After you get a clear idea of the "ask" parallel to your execs calendar, offer alternative slots that work for both parties while considering your executive's commitments and workload. If the person is being particularly difficult or unreasonable, actively listen to understand their perspective and address their concerns calmly and respectfully.

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4 Anticipate and prepare

The fourth step to managing your executive's calendar is to anticipate and prepare for any potential issues or challenges that may arise. You need to be alert and attentive, monitoring the events and activities that affect your executive's schedule. You need to be prepared for any contingencies or emergencies, such as cancellations, delays, or conflicts. You also need to be organized and efficient, keeping track of the details and documents that are relevant to your executive's meetings. By anticipating and preparing, you can prevent or minimize any disruptions or problems that may impact your executive's calendar.

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Sally D.

Seasoned C-Suite Logistical Consultant | Global Expertise | Strategic Business Partner | Positive Change Ambassador | Multilingual | Long-Distance Runner | Diplomatic Maestro and Bridge Builder
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Firm and Fair: Always remember that transparency is critical to eliminate uncertainty and have a solid alignment of expectations - inform details for the meeting or call, including duration and agenda, that way, no one is disappointed. A dish eventually falls: In many cases, you may not be able to accommodate the request due to conflicting priorities or scheduling restrictions. BE honest with the requester, explain the reasons for the executive's unavailability, and suggest alternative solutions, if any. Overall, my approach to dealing with difficult or demanding people who want to book time with my executive is grace, professionalism, empathy, and solution-oriented while respecting everyone's time.

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5 Learn and improve

The fifth step to managing your executive's calendar is to learn and improve from your experience and feedback. You need to be reflective and evaluative, assessing your performance and outcomes. You need to be open and receptive, seeking and applying feedback from your executive and the stakeholders. You also need to be adaptive and innovative, finding ways to improve your skills and processes. By learning and improving, you can enhance your value and effectiveness as an executive calendar manager.

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6 Seek support and balance

The final step to managing your executive's calendar is to seek support and balance for yourself. You need to be aware and mindful, recognizing your own needs and limits. You need to be supportive and collaborative, working with other assistants or colleagues who can help you or share your workload. You also need to be healthy and balanced, taking care of your physical and mental well-being. By seeking support and balance, you can avoid burnout and stress and enjoy your role as an executive calendar manager.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Executive Calendar Management

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How do you deal with difficult or demanding people who want to book time with your executive?

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1 Know your executive's priorities

2 Communicate clearly and respectfully

3 Negotiate and compromise

4 Anticipate and prepare

5 Learn and improve

6 Seek support and balance

7 Here’s what else to consider

Executive Calendar Management

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