Mindmaven's Take on Calendar Maintenance

Managing an executive's calendar is one of the most critical aspects of an Executive Assistant or Engagement Manager’s role. (Learn what separates a Mindmaven-trained Engagement Manager from a typical EA on our blog: https://mindmaven.com/blog/scale-yourself-while-scaling/)

Effective calendar maintenance can significantly impact the executive's productivity, reputation, and overall success. Using time efficiently and effectively is essential, and calendar management is critical.

Scheduling

<aside> 💡 What is scheduling?

For an Executive Assistant/Engagement Manager, scheduling is the process of arranging, controlling, and optimizing the time and workload of their executive. This is the art of carefully planning the executive's time to help them achieve their goals and priorities within the available time.

</aside>

<aside> ✨ Scheduling is one of the baselines of a successful EA/exec partnership.

• It gives the executive clarity on their purpose and allows them to easily identify how and where they want to use their time.
• Maintaining a well-managed calendar allows both the EA and the executive to be more productive and fully capable of doing the things that matter most.
• It provides a clear view of where the executive's time is predominantly spent.
  • Allowing EA and executive to identify and review.
  • Avoid scheduling more calls/meetings than can be handled.
• It helps the executive achieve work-life balance or harmony. </aside>

Calendar Maintenance Checklist

• [ ] 1. Are all clients booked?
• [ ] 2. Is lunchtime scheduled correctly every day?
• [ ] 3. Are all back-to-back meetings clean?
  • [ ] Zoom rooms are different?
  • [ ] No more than 3 hrs back to back?
  • [ ] Is the back-to-back absolutely necessary?
• [ ] 4. No meetings during executive scheduled offline time
• [ ] 5. Are travel days/times scheduled correctly?
  • [ ] Is there enough time to get from one meeting location to the next?
  • [ ] Has transportation from one location to the next been clearly defined?
  • [ ] Is there anyone the executive would like to meet with while traveling?
• [ ] 6. Did all participants get invited to the event?
• [ ] 7. Are all details in the calendar item correct?
• [ ] 8. Does calendar and ongoing scheduling align?
• [ ] 9. Are all important team meetings accounted for?
• [ ] 10. Alert the executive of any 'abnormal' occurrences or conflicts for the following week.

<aside> 💡 Calculating Timezones:

• Utilize online resources to translate time zones quickly.

  • Apps: depending on whether you use an iPhone or Android, there are many apps you can install to reference and compare quickly.

  • Websites

    Time Zone Converter - Online Converter

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Conclusion

Effective calendar maintenance is a crucial aspect of an Engagement Manager/Executive Assistant's role, and it can significantly impact the success of the executive and the organization.

A well-managed calendar ensures an executive's time is used efficiently, that potential conflicts are identified and addressed proactively, and that relationships with stakeholders are strengthened.

Secure a Top-Tier Engagement Manager

If you’re interested in getting a Rockstar Engagement Manager to help take your business to the next level and free up 12+ hours of your time, get in touch.

We can help you supercharge your Executive Assistant or get a top-tier Engagement Manager to regain time for what matters most.

Find out more by emailing [email protected] or filling out the form below.

https://mindmaven.com/contact/