What are the most common mistakes when managing an executive's calendar?

1 Know the priorities

One of the most common mistakes when managing an executive's calendar is not knowing their priorities and goals. You need to understand what is important, urgent, and relevant for your executive, and what is not. This will help you to prioritize requests, schedule meetings, and block time for focused work. You can use tools like Eisenhower matrix, SMART goals, or OKRs to help you align your executive's calendar with their priorities.

2 Communicate clearly

Another common mistake is to communicate poorly with your executive and other stakeholders. You need to be clear, concise, and consistent when you update, confirm, or cancel appointments, meetings, or events. You also need to communicate the purpose, agenda, and expected outcomes of each meeting, and follow up with action items and feedback. You can use tools like email templates, calendar invitations, or meeting minutes to help you communicate effectively.

3 Avoid overbooking

A third common mistake is to overbook your executive's calendar, leaving no room for flexibility, breaks, or emergencies. You need to respect your executive's preferences, availability, and workload, and avoid scheduling back-to-back meetings, unrealistic deadlines, or conflicting commitments. You also need to anticipate potential changes, delays, or cancellations, and have a contingency plan in case something goes wrong. You can use tools like buffer time, color coding, or reminders to help you avoid overbooking.

4 Be proactive

A fourth common mistake is to be reactive instead of proactive when managing your executive's calendar. You need to plan ahead, anticipate needs, and solve problems before they arise. You also need to be proactive in seeking feedback, learning new skills, and improving your processes. You can use tools like weekly reviews, monthly reports, or performance evaluations to help you be proactive.

5 Respect boundaries

A fifth common mistake is to disrespect your executive's boundaries, privacy, and personal life. You need to understand and respect your executive's preferences, expectations, and communication style, and avoid imposing your own. You also need to respect your executive's time off, personal appointments, and family obligations, and avoid contacting them unless it is absolutely necessary. You can use tools like do not disturb mode, out of office messages, or personal calendars to help you respect boundaries.

6 Use technology wisely

A sixth common mistake is to use technology poorly or inefficiently when managing your executive's calendar. You need to choose the right tools, platforms, and apps that suit your executive's needs, preferences, and habits, and avoid using too many or too few. You also need to use technology wisely and securely, and avoid data breaches, technical glitches, or compatibility issues. You can use tools like cloud storage, encryption, or synchronization to help you use technology wisely.

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?