Manage your client's calendar like a SUPERSTAR!

30-Nov-2016 | Jenni

Managing your client’s schedule is more than just scheduling and rescheduling meetings. In managing a schedule, you should also aim to ensure that your client has time to do priority work, is never late for a meeting and uses their time wisely. Below are some tips that will help you manage your client's schedule like a SUPERSTAR!!

  1. Use a shared calendar:

     Both Outlook and Google Calendar are great options. Whichever system you use, be sure your client is sharing their calendar with you. You will be able to add, edit and sync events easily. 
  2. Double-check syncing daily:

      This may seem elementary, but it is extremely important to check, daily, that whatever device your client is using is properly syncing with their calendar and that any changes you are making are being synced correctly. 
  3. Leave time for priority tasks:

     Make sure that you build in time for other priority tasks into your client’s schedule. Your client needs time to get to important tasks. For example, you can book time slots for: returning phone calls, responding to emails, writing reports, signing checks, etc.
  4. If you can help it, don’t book back to back meetings:

      Give your client time to prepare for the next meeting, take a break, make a few phones calls, grab a bite, travel to the next location, etc.
  5. Map travel routes:

     Map out your client's travel route to each meeting if they are off-premises. Have an idea of how long it will take to travel to each meeting venue – this will help you schedule better and remind you to build travel time into his schedule.
  6. Avoid double booking at all costs: 

    Double booking your client is the fastest way to annoy them. Be diligent and make sure this doesn’t happen. You will be wasting their time, the time of the other meeting attendees and put yourself in a bad light.  If your client is the type to schedule meetings without notifying you or updating their calendar, make it a practice to ask them the day before if they have scheduled anything for the next day that is not on his calendar.
  7. Keep everyone else on schedule: 

    Confirm your client’s meetings with all attendees two or three days before the scheduled meeting. On the day of the meeting, re-confirm that all attendees are going to be on time. If your client has called the meeting make sure, all attendees have directions to the meeting venue and an agenda.
  8. Be his timekeeper:

     You and your client should have an understanding that you will email or text them 10 minutes before each meeting should end. This will allow them to wrap the meeting up. If more time is needed, begin pushing back or rescheduling the meetings that follow.
  9. Moving from good to exceptional:

    Here are a few things that you can do if you want to move from being a good assistant to being an indispensable one:

    - Check traffic reports throughout the day: Checking traffic reports will let you know if there are any accidents or construction that should be avoided for your executive to stay on schedule.

    - Check the weather report: Similar to the traffic, you want to know if there will be any weather events, like rain or snow, which may slow your executive down or impede him from getting to a meeting venue.

    - Have lunch ideas on stand-by: Prepare a list of restaurants that your client likes to eat at near to their meeting location. You want to be prepared just in case your executive calls between meetings to find out the closest restaurant to where he is or that is on his way to his next meeting.

    - Check with your client daily to find out what important tasks  needs to complete that day, that week and even that month. Checking will help you manage his calendar more efficiently.

Do you have any great tips to managing your client's calendar to share? We'd love to hear them!

Ps. A quick shout-out to Tiffany Maughn for her insights!