Office Dynamics - Executive And Administrative Assistant Training

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Too Many Meetings!! – Managing My Executives Calendar – Ask an Admin

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Ask an Admin was created by Office Dynamics to help administrative professionals with their problems through the help of their peers. We don’t always have an answer to each individuals problem but we know some of you might. Please read the question and comment below.

April M. asks:

My executive’s calendar is jam-packed on a daily basis & she’s asking me to come up with a better solution to managing her calendar. She needs time to do work, answer emails, etc, but the requests for meetings are constant and a lot of them are at her request. They are needed. They are necessary to schedule. But how do you balance ‘free’ time with meeting times? I block out time on her calendar, but inevitably a meeting gets put in its place. We’ve tried to do only 5 meetings per day, but more often than not it winds up being 7 or 8 or more! I made the suggestion that decisions/discussions happen over email vs. in person in a meeting – but that’s not possible either most of the time. Does anyone have a good meeting/scheduling hack they use? Any good tips for me?

Thank you!

Office Dynamics actually has some info on this subject (see below) but we’d love to hear what tips or advice you have. Please leave a comment below.

We have an eBook called, Mastering Your Executive’s Calendar, a blog Calendar Management for Executive Assistants, videos, Calendar Management for Executive Assistants—the Holistic Approach, Administrative Assistant – Complex Calendar Control, Executives & Assistants Working In Partnership: The Definitive Guide to Success and Managing Your Executive’s Day.

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What is a Meeting Planner Exactly?

A meeting planner by MY definition is the go-to person and should be a key member of the design (or planning) team within an organization — be it corporate, association or otherwise — charged with the responsibility of planning and executing a meeting or special event.

Planners utilize their project management experience, planning skills and attention to detail to help create and deliver events that meet or exceed expectations. They add value to an organization by drawing upon their knowledge of the hospitality industry to manage expenses and minimize risk by negotiating the best all-around rates and paying attention to contract terms.

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Calendar Management for Executive Assistants

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Meetings, meeting, and more meetings! In spite of all the technology, meetings have not gone away. Whether your executive is holding a virtual meeting or attending a virtual or live meeting, there are certain steps you can take to ensure you are properly scheduling meetings and making your executive’s life easier.

As an assistant of 20 years, I had one perspective of meeting management. But now that I am the executive involved in numerous meetings, I can tell you what really is important. You must keep these things in mind when you are managing your executive’s calendar. Calendar management is an important skill. It is more than dropping in appointments on blank dates and times.

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How do I Deal with an Executive that Always Says Yes? – Ask an Admin

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Welcome to Ask an Admin! This is where any administrative assistant or executive assistant can submit any question they have and your peers can weigh in on the conversation with their advice. There is more than one way to approach a situation or problem so we would love to hear your input!

This week Karen asks:

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How to Stay Organized with Leadership Team Meetings? – Ask An Admin

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Welcome to another question for Ask an Admin – Admin to Admin Advice. This is where you submit the question and your peers answer your question. We believe that there are many different ways to approach problems, difficult tasks, and situations so we thought this would be a great way to provide you a place to share your input as well as receive input from others.

 

This week’s question is: [Read more…]

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Make Your Meetings More Engaging

Whether you have been coordinating meetings for decades or days there are some simple tips to follow to make any meeting more productive and the attendees feel welcomed. There are times when meetings seem to plan themselves especially when the majority of the week is spent attending or planning several meetings! People may quickly migrate to an open room and start discussing random topics, etc. or an agenda is created, the room is reserved, but the topics are not clear. The planning doesn’t stop once an invite is sent out, does it? [Read more…]

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