How do you communicate changes or updates to your executive's calendar?

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As an executive assistant, you are responsible for managing your executive's calendar and ensuring that they are aware of any changes or updates that may affect their schedule. However, communicating these changes or updates can be challenging, especially if they are frequent, urgent, or conflicting. How do you communicate changes or updates to your executive's calendar effectively and efficiently? Here are some tips to help you.

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1 Know your executive's preferences

Different executives may have different preferences for how they want to receive changes or updates to their calendar. Some may prefer email, some may prefer text, some may prefer phone calls, and some may prefer a combination of these methods. Some may want to be notified as soon as possible, some may want to have a daily or weekly summary, and some may want to have a regular check-in meeting. You should know your executive's preferences and follow them consistently. If you are not sure, ask them or observe their communication style.

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Amanda Petersen

Founder at Second Helping PR
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One thing I've found helpful is to stick to a weekly scheduled calendar walk and add in a Friday check-in to go over the non-urgent changes. DO keep a One Note that tracks what you have moved on your execs calendar; DO communicate urgent updates via multiple communication channels; and DO learn what topics are top priority for your exec and who are their go to delegates; having this knowledge will smooth scheduling and communication around their calendar. DO remember to be flexible when learning your execs preferences

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2 Use clear and concise language

When you communicate changes or updates to your executive's calendar, you should use clear and concise language that conveys the essential information. You should include the date, time, duration, location, purpose, and attendees of the event, as well as the reason for the change or update. You should also indicate the priority and urgency of the event, and whether it requires any action or preparation from your executive. You should avoid using vague or ambiguous terms, such as "maybe", "later", or "soon". You should also avoid using jargon or acronyms that your executive may not understand.

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Stephanie Peters

Customer Success Manager
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I have found it helpful for both of us to place “holds” on their calendar for any time that I offer for a meeting. The subject of the meeting looks like this: HOLD: type of event (mtg, zoom or call) with Mr. Z then the location line references what the meeting is regarding and in the notes section, I include the email chain regarding the set-up of the mtg/zoom/call, so the manager can refer back to all communication.

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3 Confirm receipt and acknowledgment

After you communicate changes or updates to your executive's calendar, you should confirm that they have received and acknowledged your message. You can do this by asking them to reply, confirm, or accept the change or update, depending on the communication method you use. You can also follow up with them later to make sure they have no questions or concerns. This way, you can avoid any misunderstandings, miscommunications, or missed appointments.

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4 Anticipate and resolve conflicts

Sometimes, changes or updates to your executive's calendar may create conflicts with other events or commitments. You should anticipate and resolve these conflicts as soon as possible, before they cause any problems or stress for your executive. You can do this by checking your executive's calendar regularly, looking for potential overlaps, clashes, or gaps, and finding alternative solutions, such as rescheduling, canceling, delegating, or negotiating. You should also consult with your executive and other stakeholders involved in the events, and seek their input and approval for any changes or updates.

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Amanda Petersen

Founder at Second Helping PR
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I've found it useful keep a Rhythm of Business tracker for my executive that captures when the busy times of the month, quarter, and year end occur. If your executive is in a sales position, you may want to consider tracking deadlines to meet sales goals and keep the weeks prior to that date free for calls with clients and potential buyers. Don't be afraid to plan up to 6 months in advance and also track yearly reoccurring milestones. Your executive will appreciate your ability to recognize business patterns and execute a plan forward strategy.

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5 Manage expectations and feedback

Finally, you should manage expectations and feedback from your executive and other parties involved in the changes or updates to your executive's calendar. You should communicate clearly and respectfully with everyone, and explain the reasons and benefits of the changes or updates. You should also listen to their feedback and concerns, and address them promptly and professionally. You should also solicit feedback from your executive on how you are managing their calendar, and what you can do to improve. You should also give feedback to your executive on how they are handling their schedule, and what they can do to support you.

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6 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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Amanda Petersen

Founder at Second Helping PR
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Color coding is your friend! DO use color coded categories to help manage your execs time. This is also a short cut for you when scheduling or rescheduling meetings. If a meeting is color coded Red/Urgent - you instantly know not to move that meeting and to plan accordingly. Who is attending the meeting? DO check attendees and base your changes to the calendar on the levels/titles of the other meeting participants. Also, check to see if any other team members are attending the meeting, could they provide your exec with a synopsis after the call? Is this a regular check in or does a decision need to be reached during the meeting. Final suggestion - keep copious personal notes related to your executive and learn to anticipate!

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Kiki Zervoudaki

Principal Assistant (IKM) at NATO Communications and Information Agency/Certified Executive Assistant ACEA?
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Coordinate changes with other participants and/or their Assistants To my experience, it is always better before scheduling any change to communicate with the assistants of the participants - at least the highest level ones. Clearly explaining to them your intention , the reason why the change is needed and asking for their feedback on the potential dates you have in mind makes a difference in the way the change is perceived. Just checking calendars and sending update(s) does not always pass the right message and can be frustrating for the other participants, as it is affecting their calendar and plans .

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Jeferson Almeida

Secretário Executivo SRTE 0052464/SP | Assessoria Executiva | Gest?o de Agenda | Facilities | Family Office | RH | Organiza??o de Eventos e Viagens | Customer Experience
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Notify in advance; Be clear and concise in communication; Choose appropriate communication channels; Explain reasons, if necessary; Request confirmation of receipt; Be available for clarifications; Be flexible and adaptable to unforeseen circumstances.

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How do you communicate changes or updates to your executive's calendar?

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1 Know your executive's preferences

2 Use clear and concise language

3 Confirm receipt and acknowledgment

4 Anticipate and resolve conflicts

5 Manage expectations and feedback

6 Here’s what else to consider

Executive Calendar Management

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