Showing posts with label information. Show all posts
Showing posts with label information. Show all posts

Friday, February 23, 2024

Diary planning and Scheduling meetings

 Diary planning…scheduling meetings!!!

Do you groan with frustration when this task is next on your list, or do you find it easy?  From many years of scheduling meetings and adding tasks, events, etc into different managers’ diaries, I have found that the main component of concise, well-planned diary management versus frustration, stress, and ‘pull-your hair-out’ diary planning and scheduling is one simple word:  Communication!

Communication is key to ensuring:

·        Meetings are planned with breaks, appropriate notes and reports, and travel time allowed (if required),

·        Meetings are concise and all attendees know the time allotted and the reason for the meeting,

·        The diary is well-maintained with appropriate information included and easy for the manager and assistant to review quickly.

When communication is poor, the secretary/assistant arranging meetings and scheduling the diary will be frustrated, not able to include appropriate documentation or information and then often feels that the task is overwhelming.  I have been in different areas of both paid and not-for-profit where people assigned to scheduling meetings put it off and then the meeting/s do not accomplish their purpose.

Some tips that may help:

·        I cannot stress enough how important COMMUNICATION is to successfully plan meetings.

·        Review daily/weekly the meetings that need to be arranged and book them as early as possible.

·        Gather all documentation required (reports/data/plans) and have the required number of copies ready for attendees.

·        You may find using color coding in the diary system helpful.

·        Ensure an email is sent after you have phoned to book an appointment, confirming the appointment/meeting.

·        Send a follow-up email 24 hours prior to the meeting as a confirmation.

·        If you need to postpone/cancel a meeting, do so as early as possible and if required, re-book.

·        Have your scheduled meeting list ready and all your folders/documents together so that you can quickly access the required information.

Communicate with co-workers/volunteers as required to advise when you will be available to speak between meetings so that interruptions are kept to a minimum.

Hopefully, some of these tips are helpful and I am sure you will have more to add from your years of experience.