As an executive, having control over your calendar is crucial for productivity and success. With so many demands on your time, it can be challenging to stay organized and make the most of each day. Follow these 9 tips to take charge of your schedule and manage your calendar like a pro.
1. Set Meetings Based on Purpose
Not all meetings warrant the same amount of time When scheduling sessions, align the duration and frequency with the purpose. For example
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Weekly check-ins (30 mins) – Touch base on progress, blockers and quick updates. Avoid getting into deep details.
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Brainstorms (60-90 mins) – Generate new ideas and solutions. Needs enough time for imagination to flow.
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Strategy reviews (2 hours) – Analyze data, create plans and make decisions. Requires focus without distractions.
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Team building (2 hours) – Strengthen relationships and alignment Needs quality time for bonding
Matching meeting length to goals keeps them tight and impactful.
2. Use an Executive Assistant or Calendar Service
Delegate scheduling, rescheduling and calendar management to an executive assistant or service. They can handle the time-consuming coordination, freeing you up for higher-level work.
Share availability, scheduling preferences and meeting details so they can proactively optimize your calendar. This takes the administrative burden off your plate.
3. Apply the Pomodoro Technique
The Pomodoro method breaks work into 25-minute periods separated by 5-minute breaks. This rhythm of intense focus followed by rejuvenating rest boosts energy and productivity.
Apply this to calendar management by limiting meeting blocks to 25 minutes. After each meeting, take 5 minutes to refresh your mind before the next session. This avoids mental fatigue.
4. Allow Time Between Meetings
Back-to-back meetings often make executives late for ensuing sessions. Build downtime between meetings for smooth transitions.
5-15 minutes gives you time to wrap up the last meeting, clear your head and prepare for the next one. It also provides buffer room for meetings that run long.
5. Use Calendar Tools
Calendar apps like Google Calendar and Outlook have robust features to optimize scheduling. Take advantage of:
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Color coding – Visually differentiate meeting types at a glance.
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Location – Input if meetings are on-site, virtual or a hybrid.
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Reminders – Set up automatic reminders for upcoming meetings.
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Availability – Block offfocus time so others can’t book you.
6. Schedule Planning and Preparation Time
It’s easy to get absorbed in meetings and neglect planning and preparation. Protect this vital work by scheduling it into your calendar like meetings.
Block off chunks of time for:
- Strategic thinking
- Project planning
- Preparing presentations
- Reviewing documents
- Returning calls and emails
Treat this time as seriously as external meetings.
7. Pick a Versatile Calendar App
Choose a calendar app that seamlessly integrates into your workflow and can be accessed anywhere. Features to look for include:
- Mobile optimization – Manage your calendar on-the-go
- Integration with email, contacts, notes – Centralized access
- Real-time sync across devices – Changes reflect instantly
- Calendar sharing and permissions – Smoothly collaborate with others
- Alerts and notifications – Proactive reminders
Top options include Outlook, Google Calendar, Apple Calendar and Cozi.
8. Use Calendar Sharing Thoughtfully
Be selective in who you share your full calendar with to protect your time. For most people, share availability only and fill in details as needed.
If fully sharing your calendar, use privacy settings to:
- Hide personal events
- Mask sensitive meetings
- Limit location visibility
Share complete access only with executive assistants, key leaders and people scheduling your meetings.
9. Set Calendar Alerts and Reminders
It’s easy to overlook meetings and commitments amidst the chaos of each day. Calendar alerts and reminders ensure important events don’t slip through the cracks.
Set up:
- Meeting reminders – 15-30 mins before each meeting
- Appointment reminders – For key personal events
- Deadline reminders – Leading up to major project milestones
- Travel time reminders – Buffer time for getting to meetings
Staying on top of your dynamic schedule is essential. Following these tips will help you master calendar management and make the most of every minute as an executive. Protect your time, plan intentionally and keep your calendar organized for heightened productivity and less stress.
How to manage an Executive’s Complex Calendar
FAQ
How do you ensure you are staying on top of your executive’s calendar?
