Calendar Management for Executive Assistants

Office Dynamics

You must keep these things in mind when you are managing your executive’s calendar. Calendar management is an important skill. You must think about your manager’s workload, other commitments, travel, upcoming meetings, past meetings, previous week’s schedule. You must also think consider whether travel was involved—whether local travel or getting on an airplane. Did he/she travel? Travel? Next two weeks’ schedule Travel?

Your business travel tips

Practically Perfect PA

A few weeks ago I asked you to send in your best travel tips – and well loads of you did! Here are your business travel tips… Travel Apps . Sign yourself and your boss up for “Tripit Pro” travel App. Automated trip sharing ability – great for group/team travel. A single dashboard view of all travel – PA’s can see at a glance all travel plans made for their executive(s). Outlook Calendar . Assist Travel.

Travel 157
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Calendar Clarity

Laughing all the Way to Work

My current boss travels a lot so I put his travel schedule in the calendar as well. For example if he is travelling to Vienna I will start a meeting request for each part of the journey and categorize it as Red. Undoubtedly if the meeting is put as an all-day meeting and someone is looking in your calendar to see if you are busy, they will probably not notice the all-day meeting that is at the top of the calendar.

Tips for Planning Someone Else’s Travel

Office Dynamics

Planning travel for others is no simple matter and administrative professionals know this better than anyone else! Each traveler has personal preferences and unique quirks that make travel planning a true art form. However, travel is full of unpredictable changes. We’ve spent the last couple months talking to some of the top admins in the game to find out what they are doing to stay ahead of the curve and keep travelers moving on time and in style.

Travel 164

How to Color Code Your Calendar

Jen Lawrence

Color coding your calendar is one of those organizational tricks that most people shrug off. I’m here to tell you – if you aren’t color coding your calendar, you’re missing out. Color coding your calendar allows you to see how your time will be used at a glance. Most email clients will allow you to assign colors and categories to your calendar simply by selecting from a dropdown. What categories should be included while color coding a calendar?

Overlapping Calendars In Microsoft Outlook? Really?

Professional Assistant Blog

Home About Me Advertise Overlapping Calendars In Microsoft Outlook? By The Professional Assistant on Tuesday, June 08, 2010 Filed Under: Meetings , MS-Outlook , Productivity D o you have trouble trying to book several managers’ meetings, yet you have access to their calendars in Microsoft Outlook 2007? Open all of the calendars that you want to add together. Really?

How to Color Code Your Calendar

Jen Lawrence

Color coding your calendar is one of those organizational tricks that most people shrug off. I’m here to tell you – if you aren’t color coding your calendar, you’re missing out. Color coding your calendar allows you to see how your time will be used at a glance. Most email clients will allow you to assign colors and categories to your calendar simply by selecting from a dropdown. What categories should be included while color coding a calendar?

Favorite Planning/Calendar Tool - Readers Speak Out

Productive & Organized

Check out this great tool » Favorite Planning/Calendar Tool - Readers Speak Out There are many ways to manage your time and activities.  What is your favorite planning/calendar tool and why? Of all the calendar tools I know, this one handles tasks the best. It syncs automatically on my Droid, so I never have to bring a paper planner or calendar!  link] Natasha A Jones Google calendar, we use it as a family calendar.

Calendar "ah ha"

Laughing all the Way to Work

© Copyright Patricia Robb 2010 16 January, 2010 Calendar "ah ha" I was participating in a Harvard sponsored webinar with my boss the other day. One of the things they recommended to executives was to use their electronic calendar to leave themselves reminders. I think if Microsoft asked me what I would like to see in an electronic calendar, I would suggest not to bother with the all-day event option. There is a colour for travel, business, personal, etc.,

Using Microsoft Outlook Calendar Properly

Professional Assistant Blog

Home About Me Advertise Using Microsoft Outlook Calendar Properly By The Professional Assistant on Tuesday, January 22, 2008 Filed Under: Meetings , MS-Outlook , Organize , Productivity A re you trying to book a meeting with someone or a group of people? People are using their Microsoft Outlook calendars incorrectly. Make sure to block off your calendar, whether it be tentatively busy, busy or out of the office.

Be Smart About Using the Telephone

Productive & Organized

Work With Stephanie « The Great Calendar Debate - Paper or Electronic - 21 Experts Weigh In | Main | Want a Paper Planner for 2010? Check out these Great Reviews by @JanetBarclay » Be Smart About Using the Telephone How much time do you lose playing "phone tag?"  I   Before you pick up the phone to make another call, consider what you are going to say when you get voice mail. 

2009 207

Great Apps for Assistants

Practically Perfect PA

Both times I’ve replaced my phone as quickly as is humanly possible because I am just lost without it (sometimes I am literally lost without it thanks to my dependence on Google maps to get me about London!). Here are a few of my favourites: Travel. This app is slightly more expensive but worth paying for if your manager travels a lot. Although I still do print everything off this is a great app to have on your phone so you can check your details on the go.

2012 192

Great Apps for Assistants

Practically Perfect PA

Both times I’ve replaced my phone as quickly as is humanly possible because I am just lost without it (sometimes I am literally lost without it thanks to my dependence on Google maps to get me about London!). Here are a few of my favourites: Travel. This app is slightly more expensive but worth paying for if your manager travels a lot. Although I still do print everything off this is a great app to have on your phone so you can check your details on the go.

2012 184

A Great Outlook: Adding Holidays to Microsoft Outlook

Professional Assistant Blog

Home About Me Advertise A Great Outlook: Adding Holidays to Microsoft Outlook By The Professional Assistant on Wednesday, August 13, 2008 Filed Under: MS-Outlook , Organize D o you often wonder how you can add your countrys holidays into your calendar in Microsoft Outlook ? Do you follow particular religious holidays, but arent showing up in your calendar? In the Calendar Options section, click Add Holidays. Check your calendar to see that everything as populated.

Planner Or Tickler (1-31) File? - How to Use Both For Optimal.

Productive & Organized

How to Use Both For Optimal Professional & Personal Productivity (guest post by Meggin McIntosh) A question that often comes up in workshops as well as on my blog is this one: How do you suggest people use their calendar (planner) in conjunction with the tickler (1-31) files? Sometimes I wonder if I am duplicating my efforts by using a calendar and the tickler files. Sometimes I wonder if I am duplicating my efforts by using a calendar and the tickler files.

2009 120

Virtual Assistant Business - What the heck is this?

Professional Assistant Blog

I would do e-mails, phone calls, updating clients' calendars, word processing, etc. Microsoft Word Meetings Productivity Job Seeking Microsoft Access Microsoft Outlook Research Prioritize Microsoft PowerPoint Microsoft Excel Travel Customer ServiceImage by cogdogblog. U nfortunately, I got let go from my job due to restructuring and am looking for work now. This was the bad news.

2011 116

3 Ways Automation Can Hurt Your Business

Jen Lawrence

Does your calendar scheduler effortlessly distinguish between travel arrangements and regular phone calls when deciding when you’re available?

2021 52

12 Clever Ways You Can Earn Money From Your Computer Today

Dumb Little Man

Virtual Travel Agent. If you love to travel and see new places, working as a virtual travel agent or consultant is the way to go. You can work part or full time dreaming up the perfect flight plans, itineraries, and activities for your clients who want to travel. As a bonus, many virtual travel agents get steep discounts that allow them to travel anywhere in the world they want without spending a lot of money.

2020 177

The ultimate guide to diary management

Practically Perfect PA

I have written a lot about diary management over the years, which is not surprising when you think assistants spend at the very least a third of their day organising their manager’s calendars. Assistants should manage every part of their Executive’s calendar, it should be completely controlled by you and your Executive shouldn’t edit the calendar at all (in an ideal world!) Always factor in travel times and a little extra.

2014 210

The ultimate app guide for assistants

Practically Perfect PA

Here are some of my favourites: Great Apps: Travel. This app is slightly expensive but worth paying for if your manager travels a lot. Although I still do print everything off this is a great app to have on your phone so you can check details on the go. You can set it for your current location or receive alerts from places you are planning to travel too. A useful app when travelling and it is handy for local information that can be added to your manager’s itinerary.

2013 203

Top 12 Android Apps That'll Increase Your Productivity

Dumb Little Man

With major mobile handset manufacturers like HTC and Samsung backing it, one can now choose from a variety of Android phones that are available. It displays information like SMS, Google Reader, Gmail, phone calls, calendar and much more on the home screen, all in a neat and easy to navigate interface. Hence you should try out Dolphin Browser HD that has advanced features and enhances your phone browsing productivity.

2011 218

DumbLittleMan’s Wellness and Productivity Gift Guide 2018

Dumb Little Man

Whether you sit on your office chair for long hours or you spend a lot of time traveling, you’ll be happy to own this ergonomically designed lifting cushion. Honey-Can-Do TBL-03540 Portable Laptop Lap Desk makes a great gift for students, travelers, remote workers, anyone who spends a lot of time with his laptop. It’s portable, lightweight, and compact so you won’t have problems traveling with it. Just plug in your phone and you’re good to go.

2018 196

Top Tips and Tools For Managing Emails

Office Organization Success

However, this past year I have traveled an awful lot (both business and personal) and each time I travel I take my laptop with me. So, each time I travel I set up an email forward at my server to automatically forward all my emails to my Gmail account so that I can still access emails while I’m traveling. And I also have complete access to my Gmail and Calendar on my Android phone too!

Email 152

Top 5 Remote Working Tools

Office Organization Success

Lately I have been doing a lot of travelling in my business but still want to stay connected to my clients and business. Gmail – I’m a die-hard Outlook fan and really don’t like the Gmail setup; however for when I can’t be in my office but still need access to my emails and calendar, Gmail is a great way for me to access that information.

2011 144

SMART objectives for assistants

Practically Perfect PA

Develop the 2014 content marketing strategy in line with business activities and the 2014 events calendar. Arrange 1-2-1 meetings with him once a week (either on the phone or face to face) so that we can plan all of his travel arrangements as far in advance as possible. If he know’s about travel later in the year this will be added to the diary so that flights and accommodation can be booked.

2013 203

10 Reminder Systems for You To Consider

Productive & Organized

" BarbMcMahon :  Steph:  I really like Google calendar - nothing fancy, but easy to use and it emails reminders of birthdays, etc. Google tells about their Google Calendar tool in this way: " Organize your schedule and share events with friends.  With   With Google's free online calendar, it's easy to keep track of life's important events all in one place.   Get your calendar on the go. 

2011 171

Picking up skills along the EA career path

Practically Perfect PA

Speaking with confidence on the phone and forwarding calls. Junior PA: Booking travel and hotels for colleagues . Getting to grips with calendar and email management. I’ve been an EA for quite some time now, in fact I started working in 2003 so it has been a decade.

Skills 191

My Time Management Reboot: The Pros and Cons of Electronic Systems and Why I Created a Hybrid

Eat Your Career

In theory, electronic tools are always in your pocket or just a click away—whether on your phone, tablet, or laptop. Things I had input on my phone wouldn’t show up on my computer and vice versa. Some online task and project management systems are more up to speed on this kind of thing and have apps for your phone to make capturing information easy even when you’re offline. This is where I mark travel and other significant events throughout the month.

2013 145

Administrative/Clerical: Online Options for Coordinating Schedules

Office Dynamics

Whether you need to keep track of client appointments, executive meetings, or employee shifts, you can take advantage of online calendar apps to make scheduling easier. Cloud-based calendar software is available in a variety of formats and styles to make it easy to find a tool that meets the needs of your company. If you are creating a calendar that will be used by people who frequently travel, consider one that has a corresponding smartphone app.

2013 110

Stop Multitasking and Focus

Jen Lawrence

Why was it taking me so long to book travel and get it on calendars? Utilize Do Not Disturb – Whether in chat or on your phone, do not disturb is your electronic gatekeeper. Have you ever heard someone say, “I’m a pro at multitasking!”? ”? Maybe you’ve said it yourself. I have bad news. Multitaskers may not be as productive and tuned-in as they think they are.

2019 52

How I Stay Productive

Virtual Moxie

said that I live and die by my calendar, and that if something isn’t on it, it doesn’t exist in my world. I seriously count on my calendar to keep track of what I’m supposed to do, and when, and it’s my first-used tool in just about everything I do. I calendar (in Outlook) everything during my work day (generally 8a-6p, M-R). If my day is tight, I even calendar time to eat. Tasks are calendared, too. It’s all on the calendar.

2011 192

Guest Post: Tips & Tricks for Using Skype for Business

Tips From T. Marie

She wears many hats, including fashionista, food critic, world traveler, ESL instructor, web marketer and more. The first thing that you need to know is that Skype for business is compatible with other Skypes users and also people that aren’t using the app via phone and free web app. If they have a phone or a computer, then they can connect with you via Skype for business although you may have to do some explaining.

2016 101

How to Stay Organised as a Personal Assistant

Practically Perfect PA

A modern PA’s role is pretty diverse; one day they may be assisting one executive with personal tasks, the next they may be making business travel arrangements for a different person. In order to avoid this, make calendars, post-its, and notebooks your new best friends. With your boss’s permission, you can also copy their appointments into your phone or personal planner. With your calendars in sync, you can remind them of any upcoming appointments or commitments.

2015 153

Rebalance Your Productivity With Eastern Wisdom

Simple Productivity Blog

If your calendar is so jam-packed with meetings, activities, errands, and running around that there is barely enough room for you to breathe, eat, or rest, then you are living an extremely YANG lifestyle. On the other hand, if you have relatively few commitments in your calendar, and it seems as though you are floating in an uncomfortable way because you feel un-tethered and your life lacks meaning, then you are living at the opposite extreme.

2012 141

5 Tips to Form New Habits that Stick – Train Yourself Like a Dog

Dumb Little Man

A bright post-it note on your fridge to remind you to exercise when you come home from work, an alarm on your phone, lighting a stick of incense, or anything you will definitely notice. Put up a calendar in your home and start marking an “X” on each day you complete your habit. If you’re learning a language to travel, imagine talking to locals on your journeys. You’ll work out one day. You’ll learn Japanese. You’ll start meditating daily. Or maybe you won’t.

2016 217

Boost Productivity by Picking the Best To-do List for You

Productive & Organized

Immediately add that task to your digital calendar or task list, and set a reminder on your calendar closer to the due date. Changing the default view of your e-mail program so that the task or calendar screen shows instead of your in-box helps ensure you never lose sight of your tasks.     * Master calendars. At the midpoint of each month, look at the master calendar to see what’s coming down the pike for the following month.

2010 164

Listen Live 01/11 as Stephanie Talks About #Organizing Myths on.

Productive & Organized

When: January 11, 2011 8:00 pm CST How: Listen on-line (via link above or dial in to (714) 202-9923 Add to your calendar now! When: January 11, 2011 8:00 pm CST How: Listen on-line (via link above or dial in to (714) 202-9923 Add to your calendar now! Network with Stephanie or Connect with Your Smart Phone Become a Fan Follow this blog Categories News & Updates! Productive & Organized Home Contribute to P&O! Archive Network with Steph Is This You?

2011 141

The Freedom to Work from Anywhere: Your Virtual Business Tips (Part 4)

Productive & Organized

Fun travel apps are Skype (for calling home), SimplyNoise (great for sleeping in noisy places), Sit or Squat (find a bathroom), and CheapGas. My Kindle app is a lifesaver while traveling. I like having a long battery life and having the full functionality of the Windows Platform on my phone. My calendar syncs with my Apple products as well. I have Dropbox on my phone as well so I can easily send documents to my consultants while on the road.

2013 143

Make No Mistakes With Meeting Request Attachments in Outlook 2007

Professional Assistant Blog

To do this, open up your scheduled meeting in the calendar that you are using and click on “Forward as iCalendar&#. Posted on 21 November, 2009 10:51 PM Anonymous If you send an iCalendar as a follow up to a meeting request, do you have the option of updating your calendar or is it just for passing on updated information (or as you suggested possibly adding an agenda)? If you want to update the calendar, you would have to make the changes in the meeting request directly.

2007 122

So do assistants think the role has diversified?

Practically Perfect PA

In the past I’d be answering phones, taking memos and maintaining files – nowadays you are an extension of your Executive. ” “When I first started as an EA, I was answering phones, filing, and typing memos. This means everything from drafting memos and managing calendars to calling in prescriptions and rescheduling dental appointments. Last month I posted a blog about diversification with the assistant role.

2014 167

Building on your skills

Loosely Speaking

Do you struggle when you get a potential client on the phone, knowing how to keep control of the conversation, and turn them from potential into paying? (PS: Home VA Training VA FAQ Podcast Featured Events for Bloggers & VAs Building on your skills Tuesday, December 22, 2009 at 8:46 am // By: ktcosmos // Category: Virtual Assistant Resources It’s the time of year when we all do some self assessment and then look ahead to changes we want to make in the coming year.Â

2009 162

Stop Multitasking and Focus

Jen Lawrence

Why was it taking me so long to book travel and get it on calendars? Utilize Do Not Disturb – Whether in chat or on your phone, do not disturb is your electronic gatekeeper. Have you ever heard someone say, “I’m a pro at multitasking!”? ”? Maybe you’ve said it yourself. I have bad news. Multitaskers may not be as productive and tuned-in as they think they are.

2019 40

4 Cures For Overcoming The Onset Of Mental Rigor Mortis

Dumb Little Man

The number of years denoted by the calendar and your birth date are no reflection of how old you really are, or how healthy you are in your spirit, soul and body. In addition, the conversation focused on your personal improvement – whether in person, or over the phone or via Skype – will develop you in your communication skills and perception. By having an open mind, you will ward off the onset of mental rigor mortis or vision arthritis.'

2011 219