As an administrative assistant, you may often receive meeting requests from people outside of your executive's department. How can you manage these requests effectively and efficiently, without compromising your executive's priorities and availability? In this article, we will share some best practices for scheduling meetings with external parties, such as:
Before accepting or declining any meeting request, you need to understand the purpose and agenda of the meeting. Ask the requester to provide a clear and concise summary of what they want to discuss, why it is important, and what they expect from your executive. This will help you evaluate the relevance and urgency of the meeting, and avoid wasting time on unnecessary or redundant meetings.
Clearly articulate the purpose and agenda when scheduling external meetings. Provide concise details on the meeting's objectives, topics to be discussed, and expected outcomes. This not only helps external parties prepare but also enables your executive to assess the relevance of the meeting in relation to their priorities. A well-defined purpose and agenda set the stage for a focused and productive interaction.
Na minha experiência, para decidir sobre a participa??o em reuni?es, solicite um resumo do propósito, a importancia do tópico, uma agenda detalhada, expectativas sobre a participa??o do executivo, avalie relevancia e urgência, e verifique a disponibilidade na agenda. Esses passos garantem decis?es informadas, alinhadas aos objetivos estratégicos da equipe ou organiza??o.
Pro tip: Have a vetting process that evaluates the requests and whether it's urgent or not urgent, or whether it needs the attention of the executive.
The next step is to check your executive's preferences and calendar for scheduling meetings. Some executives may have specific times or days that they prefer to block for meetings, or certain criteria that they use to prioritize meeting requests. You should also check their existing commitments and availability, and avoid double-booking or overloading their schedule. If you are not sure about your executive's preferences or calendar, communicate with them regularly and ask for their input.
Before scheduling external meetings, check your executive's preferences and calendar. Understand peak productivity times, preferred meeting durations, and any standing commitments. Utilize calendar tools to identify available slots and align with your executive's priorities. This proactive approach ensures efficient scheduling, minimizing disruptions, and prioritizing your executive's time effectively.
Once you have a clear idea of the purpose and agenda of the meeting, and your executive's preferences and calendar, you can negotiate the time and format of the meeting with the requester. You may need to propose alternative dates or times, or suggest a different format, such as a phone call, a video conference, or an email exchange, depending on the nature and scope of the meeting. You should also consider the time zones and availability of other participants, if any, and try to find a mutually convenient option.
Negotiate meeting time and format collaboratively. Consider time zones, preferences, and your executive's availability. Be flexible but assertive in proposing alternative slots. Discuss the format—virtual or in-person—to accommodate both parties. Effective negotiation ensures a mutually agreeable schedule, fostering a positive start to the collaborative interaction.
After you have agreed on the time and format of the meeting, you should confirm the details with the requester and your executive, and send a calendar invite with the relevant information, such as the meeting link, dial-in number, or access code. You should also follow up with the requester and your executive before the meeting, to remind them of the meeting, share any relevant documents or materials, and address any questions or concerns.
After scheduling, confirm the meeting details with external parties. Provide necessary logistics and ensure everyone has the required information. Follow up closer to the meeting date to reiterate details, share any updates, and address questions. Confirming and following up enhances communication, reduces uncertainties, and contributes to a smooth and successful external meeting experience.
Finally, you should provide feedback and support to your executive and the requester after the meeting. You can ask your executive for their feedback on the meeting, and share it with the requester, if appropriate. You can also offer your support to your executive and the requester, if they need any assistance with the next steps or action items that resulted from the meeting.
By following these best practices, you can manage meeting requests outside of your executive's department effectively and efficiently, and ensure that your executive has productive and meaningful meetings with external parties.
Offer feedback and support after the external meeting. Gather insights from your executive on the effectiveness of the interaction. Address any issues promptly and convey positive aspects. Provide necessary follow-up support, whether it's sending additional information or coordinating next steps. This proactive engagement strengthens relationships and contributes to successful collaborations with external parties.
Effectively managing meeting requests outside of your executive's department requires clear communication and organization. Prioritize requests based on relevance to your executive's responsibilities and the overall goals of the organization. Utilize a centralized calendar system to track and coordinate meetings, ensuring that your executive's time is used efficiently. Clearly communicate any scheduling conflicts and propose alternative times if needed. Collaborate with relevant teams or departments to streamline the scheduling process and facilitate smooth communication. Regularly update your executive on upcoming meetings from outside their department to maintain transparency and coordination.