How do you schedule effective meetings for your executive and avoid wasting time?

1 Know your executive's priorities

The first step to optimize your executive's calendar is to understand their goals, preferences, and work style. What are their most important projects and tasks? How do they like to structure their day? When are they most productive and creative? How much time do they need for preparation and follow-up? By knowing these answers, you can align their meetings with their priorities and avoid scheduling conflicts or overbooking.

2 Plan ahead and be flexible

The second step is to plan ahead and be flexible. Ideally, you should have a weekly or monthly overview of your executive's calendar and anticipate any changes or adjustments. You can use tools like Google Calendar or Outlook to create recurring events, block out time for deep work, and set reminders and notifications. However, you should also be prepared to handle unexpected requests, emergencies, or cancellations. You can do this by having a backup plan, keeping a buffer time between meetings, and confirming the details and attendees beforehand.

3 Communicate clearly and concisely

The third step is to communicate clearly and concisely with your executive and other stakeholders. You should always inform your executive of their schedule, agenda, and objectives for each meeting. You should also confirm the availability, expectations, and roles of the other participants. You can use email, phone, or chat to communicate, but make sure you use clear and polite language, avoid jargon or slang, and summarize the key points. You should also follow up after each meeting with a recap, action items, and feedback.

4 Handle interruptions and distractions

The fourth step is to handle interruptions and distractions that may disrupt your executive's calendar. You should act as a gatekeeper and filter out any unnecessary or irrelevant requests, calls, or emails. You should also respect your executive's privacy and autonomy and avoid interrupting them unless it's urgent or important. You can use tools like Doodle or Calendly to allow people to book appointments with your executive without bothering them. You can also use a do-not-disturb mode or a sign on the door to signal when your executive is busy or unavailable.

5 Review and optimize

The fifth step is to review and optimize your executive's calendar regularly. You should track and measure how much time your executive spends on different types of meetings and activities. You should also solicit feedback from your executive and other participants on how effective and valuable the meetings were. You should use this data and feedback to identify any gaps, issues, or opportunities for improvement. You should also suggest ways to streamline, automate, or delegate some of the tasks or processes related to scheduling.

6 Learn and improve

The sixth and final step is to learn and improve your skills as an executive assistant. You should always seek to update your knowledge, tools, and techniques for managing your executive's calendar. You should also network and learn from other executive assistants who have experience and expertise in this area. You should also ask for feedback from your executive and others on how you can improve your performance and value. By doing this, you can enhance your executive's productivity and focus and become a trusted and indispensable partner.