What are the best calendar management practices for your executive on a media tour?

1 Plan ahead

The first step to managing your executive's media tour calendar is to plan ahead. You need to know the goals, objectives, and expectations of the media tour, as well as the availability, preferences, and limitations of your executive. You also need to research the media outlets, hosts, and audiences that your executive will interact with, and prepare the relevant materials, such as press kits, bios, and talking points. You should create a detailed itinerary that includes the date, time, location, duration, format, and contact information of each media activity, as well as the travel arrangements, accommodations, and contingencies. You should also review the itinerary with your executive and get their feedback and approval.

2 Communicate clearly

The second step to managing your executive's media tour calendar is to communicate clearly. You need to keep your executive informed and updated on their media schedule, as well as any changes, delays, or issues that may arise. You should also communicate with the media outlets, hosts, and coordinators to confirm the details, expectations, and requirements of each media activity, as well as to provide them with the necessary information and materials. You should also communicate with your executive's team, colleagues, and stakeholders to coordinate their involvement, support, and availability during the media tour. You should use the appropriate channels, tools, and etiquette to communicate effectively and professionally.

3 Troubleshoot problems

The third step to managing your executive's media tour calendar is to troubleshoot problems. You need to anticipate and prevent potential problems that may affect your executive's media performance, such as technical glitches, scheduling conflicts, or unexpected questions. You should also be ready to solve any problems that may occur during the media tour, such as missed flights, canceled appointments, or negative feedback. You should have a backup plan, a crisis management plan, and a contingency budget to handle any emergencies or challenges. You should also be flexible, adaptable, and resourceful to cope with any changes or surprises.

4 Prioritize tasks

The fourth step to managing your executive's media tour calendar is to prioritize tasks. You need to balance your executive's media commitments with their other responsibilities and obligations, such as meetings, emails, calls, or projects. You should also balance your own workload and responsibilities as an administrative assistant, such as managing other calendars, documents, or requests. You should prioritize the most important, urgent, and impactful tasks and activities for both you and your executive, and delegate, postpone, or eliminate the less important, urgent, and impactful ones. You should also set realistic and achievable goals and deadlines for yourself and your executive, and track your progress and results.

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?