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Last updated on 2024年7月19日

Here's how you can efficiently handle your boss's time and schedule.

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Managing your boss's schedule can be a daunting task, but with the right approach and tools, you can streamline this process and ensure that their time is used efficiently. It's about understanding priorities, being proactive, and using effective communication to keep everything running smoothly. By taking control of the schedule, you can help your boss focus on what they do best, while you handle the intricacies of their day-to-day commitments. With some organization and foresight, you can become an invaluable asset in the management of your boss's time.

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Karim Magdy

Leadership | Business Advisory | Professional Services | Services Management | Operation Excellence | Digital…
Isabel Cristina Carvajal

Lider de Continuidad TI | Aseguramiento de procesos | Scrum master | Product owner | PMP | Gestión de proyectos | Itil
Otavio Santos

Aluno na Unijorge

1 Prioritize Tasks

Efficiently handling your boss's time starts with prioritizing tasks . You need to identify which meetings, projects, and deadlines are most critical. This requires clear communication with your boss to understand their goals and what they value most. Once you have this information, you can create a hierarchy of tasks, scheduling the most important ones during their peak productivity times. Remember, not everything can be a priority, so be judicious in distinguishing between what is urgent and what can wait.

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Karim Magdy

Leadership | Business Advisory | Professional Services | Services Management | Operation Excellence | Digital Transformation | Digital Health
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Well, this should be initiated with your boss during the “goals , priorities “ meeting which usually takes place in the beginning of the business cycle. Make sure your priorities are aligned and mapped to the business objectives and you fulfill a puzzle in the big picture. Then comes the “progress updates and tracking “ piece, where you will need to have an Op Mech with your boss to touch upon the process and seek help if necessary. Try to pick the quietest day on his schedule :) Such an Op Mech should be more strategic and executive than operational. Ensure documentation and proper tracking for defined actions. Keep in mind that Priorities are subject to change and modification based upon the business needs and expectations.

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Otavio Santos

Aluno na Unijorge
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Priorizar tarefas demanda uma análise abrangente dos eventos corporativos, considerando todos os indicadores e atendendo às necessidades dos clientes internos e externos. Assim, para garantir a execu??o ideal do cronograma sem negligenciar atividades, é crucial dar precedência às mais significativas.

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Marco Haufe

Absolute Passion für Managed Services, Automation and Controlling
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Effizientes Aufgabenmanagement ist für mich essenziell. Ich nutze folgendes Vorgehen: Vorbereitung am Vorabend: Ich prüfe meinen Kalender und Maileingang, um die Startzeit für den n?chsten Tag festzulegen und überraschungen zu vermeiden. überprüfung am Morgen: Ich checke E-Mails und Kalender, da Informationen aus anderen Zeitzonen nach meinem Feierabend eintreffen k?nnen. Das hilft, den Tag organisiert zu beginnen. Flexibilit?t im Tagesverlauf: Bei neuen E-Mails, Terminen oder Gespr?chen kl?re ich die Anforderungen sofort, um effektiv unterstützen zu k?nnen. SMARTe Aufgabenstellung: Ich gestalte Aufgaben spezifisch, messbar, erreichbar, relevant und termingebunden, um sie abzuschlie?en und nicht ewig mit mir herumzutragen.

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Charles LUKHELE

Technician at Otis Elevator Co.
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Distinguishing between urgent and less critical tasks acknowledges that not everything can be treated as a priority, which is crucial for maintaining a balanced and manageable workload. This approach not only optimizes your boss’s time but also contributes to overall organizational productivity.

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Wanina Sanches Pires

Gerente de Produtos | Marketing de Produto | Ciclo de Vida | Estratégia GTM | Inteligência de Mercado | Metodologia ágil
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Para uma melhor gest?o do tempo, comece definindo prioridades claras e focando nas tarefas de maior impacto. Delegue responsabilidades adequadamente, confiando na expertise de cada membro do time. Utilize ferramentas de gerenciamento de projetos para acompanhar o progresso e identificar gargalos. Estabele?a metas diárias e semanais, promovendo revis?es regulares para ajustes necessários. Incentive a comunica??o eficiente e a colabora??o, evitando retrabalhos. Mantenha um equilíbrio entre trabalho e descanso, garantindo que todos mantenham um bom desempenho. Por fim, celebre pequenas vitórias para motivar a equipe e manter o foco nos objetivos maiores.

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2 Calendar Control

Gaining control over your boss's calendar is essential. You should be the gatekeeper, ensuring that each appointment is necessary and aligns with their priorities. To do this effectively, familiarize yourself with their preferences—do they like back-to-back meetings or prefer some buffer time? Also, block out time for deep work where they can focus without interruptions. By managing their calendar with a strategic approach, you can optimize their day for productivity and stress reduction.

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3 Communication Keys

Communication is the cornerstone of schedule management. Keep your boss informed about their schedule changes and potential conflicts. Utilize a shared calendar and regular briefings to ensure they're always aware of upcoming commitments. Additionally, be transparent with team members about your boss's availability, setting clear expectations for when they can expect responses or meetings. Effective communication minimizes misunderstandings and maximizes time efficiency.

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Isabel Cristina Carvajal

Lider de Continuidad TI | Aseguramiento de procesos | Scrum master | Product owner | PMP | Gestión de proyectos | Itil
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Lo ideal es informar a nuestro jefe de manera formal, preferiblemente a través de correo electrónico, para que quede un registro de ausencias, conflictos y cambios de horario. Somos humanos y, a veces, se nos pueden pasar por alto estos detalles. En estos casos, contar con este soporte nos ayudará a recordar a nuestros superiores sobre nuestros compromisos. La comunicación es uno de los pilares fundamentales, tanto en el ámbito laboral como en el personal.

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4 Anticipate Needs

Anticipating your boss's needs is a proactive way to handle their schedule. If you know they have an important presentation, schedule preparation time well in advance. Look ahead for potential scheduling conflicts and address them before they become issues. By staying one step ahead, you can smooth out the day-to-day operations and allow your boss to focus on their work without worrying about logistical details.

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Isabel Cristina Carvajal

Lider de Continuidad TI | Aseguramiento de procesos | Scrum master | Product owner | PMP | Gestión de proyectos | Itil
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Siempre recomiendo solicitar espacios de retroalimentación y revisión para presentaciones periódicas. Además, si se incorpora una persona nueva, es fundamental explicarle los proyectos, presentaciones o reuniones relevantes y asegurarse de que la información sea clara. También es importante ofrecer retroalimentación positiva. Si algo no se entiende, es mejor expresar nuestras dudas de manera constructiva, evitando descalificar lo que se presenta. Dar opiniones y observaciones positivas, así como aceptar que no comprendemos algún aspecto de la presentación, reunión o proceso, enriquece el diálogo y mejora el entendimiento.

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5 Delegate Dutifully

Delegation is a powerful tool in managing your boss's time. Identify tasks that can be handed off to other team members or assistants. This not only frees up your boss's schedule but also empowers others to contribute and grow. Ensure that delegations are clear and that everyone understands their responsibilities. By delegating effectively, you create a more collaborative and efficient work environment.

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6 Tech Tools

Leverage technology to streamline schedule management. Utilize scheduling software that allows for easy appointment setting, reminders, and adjustments. Choose tools that integrate well with other systems your boss uses, such as email and project management software. Technology can automate many of the repetitive tasks associated with schedule management, saving you time and reducing errors.

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Isabel Cristina Carvajal

Lider de Continuidad TI | Aseguramiento de procesos | Scrum master | Product owner | PMP | Gestión de proyectos | Itil
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Para optimizar el tiempo y las prioridades en proyectos o tareas, existen diversas metodologías, marcos y herramientas que pueden ser de gran ayuda. En este caso, me enfocaré en las herramientas tecnológicas, ya que varios proveedores ofrecen información sobre la productividad, los contactos más frecuentes, y sugieren espacios ideales para dedicar tiempo a tareas específicas. Esto nos permite validar qué estrategias están funcionando y cuáles necesitan ajustes.

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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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Jorge Perea Semper

Advisory | Board Manager KSB | Experto en Energía
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Quizás sea mejor manejar y organizar correctamente tu tiempo, y no el de tu jefe, pues es el el que lo tiene que organizar, a no ser que seas su secretario personal y le organices su agenda.

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Here's how you can efficiently handle your boss's time and schedule.

1

2

3

4

5

6

7

1 Prioritize Tasks

2 Calendar Control

3 Communication Keys

4 Anticipate Needs

5 Delegate Dutifully

6 Tech Tools

7 Here’s what else to consider

Service Operations

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Here's how you can efficiently handle your boss's time and schedule.

1

2

3

4

5

6

7

1 Prioritize Tasks

2 Calendar Control

3 Communication Keys

4 Anticipate Needs

5 Delegate Dutifully

6 Tech Tools

7 Here’s what else to consider

Service Operations

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