In my last post, I talked about using discretion in scheduling meetings. Today, we’ll go into other ways to manage your boss’s calendar to increase his productivity.
Let’s face it. If there’s a blank spot on your boss’s calendar, someone’s going to want to schedule a meeting there. The higher up in the company your boss goes, the more true that will become. This is where you come in.
Like I said in my last post, your boss can’t be ultimately productive if all he does is attend meetings. So to keep people from trying to schedule meetings for every moment of her day, you’ll need to tie up some of her calendar.
Sometimes, the only way you’ll be able to set aside work (that is, non-meeting) time, is to actually schedule time for it on your boss’s calendar. I like to schedule two hours of work time every day on my boss’s calendar. The time I schedule is going to depend on your boss. Some prefer work time early in the day; some prefer it later in the day. Some prefer one longer amount of time scheduled; some prefer two shorter time periods to be scheduled.
Whatever your boss’s preferences, be sure to set aside some time every day for work time. Now, that doesn’t mean that you won’t sometimes have to schedule over the work time. Sometimes meetings will take priority. But when that happens, always try to move the work time to later in the day or week.
Generally, I use the recurring meeting function in MS Outlook to put work time into the calendar. It’s quick and easy to set up the time, and then you can change just the individual occurences if they need to be moved. Just open a blank meeting and click the “Recurrence” button on the toolbar to set up a recurring meeting.
What are your tips for managing your boss’s calendar? Leave a comment and let us know how you manage things.