How can you use calendar management to increase your value as an administrative assistant?

1 Set up a system

The first step to effective calendar management is to set up a system that works for you and your boss. Choose a calendar app or software that is easy to use, syncs across devices, and allows you to share and update events with others. Some popular options are Google Calendar, Outlook, and Calendly. You can also use tools like Zapier or IFTTT to automate some tasks, such as sending reminders, creating invoices, or updating spreadsheets. Make sure you have a clear and consistent way of naming, color-coding, and categorizing events, so you can quickly find and edit them.

2 Prioritize and balance

The next step is to prioritize and balance the events on your calendar. You need to know which ones are urgent, important, flexible, or optional, and allocate time and resources accordingly. You also need to balance the workload and expectations of your boss, colleagues, clients, and yourself. You can use the Eisenhower matrix or the ABCDE method to help you prioritize and delegate tasks. You can also use the Pomodoro technique or the time blocking method to help you focus and avoid distractions.

3 Communicate and confirm

The third step is to communicate and confirm the events on your calendar with the relevant parties. You need to inform your boss, colleagues, clients, and yourself of any changes, cancellations, or conflicts that may arise. You also need to confirm the details, such as the date, time, location, agenda, and attendees of each event. You can use email, phone, text, or chat to communicate and confirm, depending on the preference and urgency of the situation. You can also use tools like Doodle or When2meet to find the best time for meetings or appointments.

4 Review and optimize

The fourth step is to review and optimize your calendar regularly. You need to check your calendar daily, weekly, monthly, and quarterly to make sure it reflects your goals, priorities, and progress. You also need to optimize your calendar by eliminating unnecessary or redundant events, rescheduling or postponing low-value events, and adding or adjusting high-value events. You can use tools like RescueTime or Toggl to track and analyze how you spend your time, and identify areas for improvement.

5 Anticipate and prepare

The fifth step is to anticipate and prepare for the events on your calendar. You need to anticipate any potential problems, risks, or opportunities that may affect your schedule, and have a contingency plan in case they occur. You also need to prepare for each event by doing your research, gathering your materials, setting your goals, and rehearsing your presentation. You can use tools like Evernote or OneNote to store and organize your notes, documents, and files. You can also use tools like Canva or PowerPoint to create and edit your slides or visuals.

6 Follow up and evaluate

The sixth and final step is to follow up and evaluate the events on your calendar. You need to follow up with your boss, colleagues, clients, and yourself after each event, and thank them for their time, feedback, or cooperation. You also need to evaluate the outcome, impact, and satisfaction of each event, and learn from your successes and failures. You can use tools like SurveyMonkey or Google Forms to collect and analyze feedback. You can also use tools like Asana or Trello to manage and track your projects and tasks.