You might think that diary management is very straight forward… it is. But here are some superstar touches you can apply so you just don’t get lost… or look like a fool… a PA should be Swan-Like (Elegant above the waterline - paddling like mad underneath!)… not the office Jester!
2) Don’t forget the travel time – seriously – how embarrassing if you do? You’re a sensible person – you know that it’s going to take time to get from one place to another….
3) Lunch – book them in – often! Their lunch will take twice as long as yours and when they’re otherwise engaged… you get to pop out for half an hour of your own! Bliss!
4) Find out early on how your boss “feels” about breakfast meetings… if they’re not a morning person four 7.45am meetings in a week will make you as popular as an ex-girlfriend at a wedding…. (To my mind – if your boss is better than you before coffee – leave).
5) Put notes in the “notes” section. Yes Dearie, we ALL need to know who you spoke to when you fixed this up – even when you’re on holiday – what if we need to move it? Having proper contact details in the meeting is essential – while you’re at it update the contacts file too!
6) Check!! You’re MANAGING A DIARY for a LIVING…. Therefore MANAGE IT!!!! Check ahead – be sensible – read what’s going on and get a feel for their life as you have arranged it. If you don’t know how, what, where, why and when from the diary you have complied – how can you expect your boss to?
7) CONFRIM – it’s a two line email “Miss Brown is so looking forward to seeing you (or Ms Green) here at our offices at 3pm tomorrow. If you have any queries, please don’t hesitate to contact me. Kind regards etc.” obviously you will follow this with your sexy electronic signature so the poor sod knows where to go!
So that’s it – the no BS guide to being right when it comes to this stuff. The colour coding, and lovely labelling, categorising and so on is all very nice… but honestly…. Just do it properly, get involved and give a cr*p and you’ll be fine!
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