How do you prepare your executive for their calendar events and follow up with them afterwards?

1 Review the calendar

The first step is to review your executive's calendar regularly and identify any upcoming events that require preparation, such as meetings, presentations, interviews, or travel. You should also check for any conflicts, overlaps, or gaps that need to be resolved. Then, prioritize the events based on their urgency, importance, and complexity, and create a list of action items for each one.

2 Communicate with your executive

The next step is to communicate with your executive and inform them of their calendar events and action items. You should do this in a way that suits their preferences and style, whether it is through email, phone, text, or face-to-face. You should also provide them with relevant information and materials, such as agendas, reports, slides, or notes, and ask them if they have any questions or concerns. You should also confirm their availability and expectations for each event, and set clear boundaries and guidelines for their time and attention.

3 Coordinate with others

The third step is to coordinate with others who are involved in your executive's calendar events, such as clients, colleagues, partners, or vendors. You should establish and maintain good relationships with them, and communicate with them professionally and courteously. You should also confirm the details and logistics of each event, such as the date, time, location, format, agenda, and attendees, and make sure everyone is on the same page. You should also handle any changes or issues that may arise, and keep your executive updated.

4 Support your executive

The fourth step is to support your executive during their calendar events, and make sure they have everything they need to succeed. You should also monitor their progress and performance, and provide them with feedback and encouragement. You should also anticipate and address any challenges or problems that may occur, and act as their liaison and advocate. You should also respect their privacy and autonomy, and avoid interrupting or distracting them unless necessary.

6 Evaluate and improve

The sixth step is to evaluate and improve your executive calendar management skills and processes, and identify any areas of improvement or opportunity. You should also seek feedback from your executive and others, and learn from your successes and failures. You should also keep up with the latest trends and best practices in executive calendar management, and adopt new tools and techniques that can enhance your efficiency and effectiveness.

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?