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How to schedule your managers time

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One of the biggest challenges assistants face is the management of their manager’s time. If you are fortunate enough to have a computer savvy manager you probably have some tools you rely on to help you manage, or attempt to manage the busiest of schedules.

It is important to find a calendar system that works for your manager. There are many solutions available. Most companies use Microsoft Outlook or Lotus Notes. Both of these are compatible with most PDA’s. Some prefer a paper planner such as Franklin Covey or Day Timer. Today I want to focus more on the mechanics of managing a day versus managing a software application.

The basis of using a calendar is to help you allocate your manager’s time. The purpose of a calendar is to manage the allocation of time in such a way that ensures your manager can be at his most productive.

No one can operate at maximum efficiency until you take a realistic look at EVERYTHING that needs to get done in a day, week or month. As assistants we can be reactive rather than strategic. It is important to understand the priorities in the work schedule and company goals and objectives. It is impossible to schedule his time without understanding his priorities.

There are techniques we can focus on that will not only increase efficiency, but create a more open dialog between manager and assistant.

·          The most basic of these is to schedule time on the calendar daily, even if just for 15 minutes, to review and plan the schedule. Part of managing his calendar effectively is managing your time effectively. Avoid interrupting him several times a day with “a quick question”. Use those 15 minutes you have allocated to your advantage. Keep a typed list of items that need his attention and gather your information at that time. Realistically, this will not always happen, but make the effort. Your manager will see the added value.

·          Be prepared with a weekly and monthly view of the calendar to ensure your manager has a full view of his schedule. Note future deliverables and timelines on the calendar.

·          If an appointment request arises and you are uncertain of the necessity or timing, use an appointment form to gather the 5 W’s – who, what, when, where and why. Your manager will appreciate the information and be able to provide a quick response.

·          Schedule standing meetings with a recurring frequency, for example his staff meeting weekly on Tuesday’s at 9:00 a.m.  Plan as far in advance as possible. It is best to publish dates for next years standing meetings by the first of November.

·          Provide him a folder or binder of all meeting materials for the day. Place his schedule in the front. It is also helpful to have a weekly and monthly calendar in the binder as well. Plan ahead!

Just remember, planning is a skill that takes time to acquire, practice and perfect.