Calendar / Diary Management

[susan silva]

Ok, here is a question that will take some thought!  I received an email from someone who is looking for a job and has no experience with managing a bosses calendar.  She went on to write how it seems standard to most jobs but it really isn't something she has experience nor where she can find training on.  She knows many applicants have that experience over her and has no idea how to handle this issue.   She feels that if she were to go into the job, she wouldn't know what to do or how to start.  I found we published these articles:

http://www.deskdemon.com/pages/uk/information/skills/mappoint
http://www.deskdemon.com/pages/uk/events_meetings/managing-a-calendar

both have some helpful tips, but what would "you" suggest to our viewer!  

Do you maintain your boss/group calendars/diaries? If so, how many calendars/diaries do you track and how do you work with your boss.  How did you learn the process and what advice can you give our viewer.  

[gee4]

The process Susan comes with experience.  That said it depends on the person you are supporting and whether he/she gives you access to manage his diary/calendar.

I currently manage one diary for my line manager, however in this company I have held previous posts and have managed more than one diary at a time.

I'm an organised individual so I don't find it it a problem as it's part of my job and has been for many years.

I can in the past recall one job where I never had access to my bosses emails, just his diary.  It can pose a problem but like I said, it depends on how that individual wants you to operate.

Personally this training comes with experience as you learn on the job.  It should be second nature to us as PAs but you have to establish how and what your line manager wants you to manage this so a discussion should take place once in the job.

[Sunflower]

I found this link - it is of any help http://www.deskdemon.com/pages/uk/services/colourcodetips

I also think that it comes with experience and also different companies use different calendar systems so you have to get used to them pretty quickly, with no training. I too have learnt on the job - and always found that most systems are similar and also fairly intuitive.

She maybe can find some online tutorials if she knows what system the company uses (can ask during the interview what system they use). Or once she has a job, can use the Help function and take time out during lunchtime or after work to read through the basics.

[countrigal]

Another thing that most folks fail to take into consideration isn't just the program that is used, but the "ability" to juggle another person's calendar... and where they get this experience.  Anyone who has more than 1 person in their household does this to some extent, and are successful at it if everyone is where they are supposed to be, with what they need for that event, at the right time and place.  Being a mother and wife, this has become my hardest role, harder than when I was the PA for two bosses high up the eschelon in the company.  Why?  Because all of our lives are so busy and go so many directions that keeping up with our 4 schedules consumes more of my time than those two gentlemen ever did.  So if you've ever had to juggle those calendars, handling one for a bossie is not so difficult and you have experience.  Then just tackle how you learn new programs.  Do you pick up on new software easily?  Do you require training courses to get up and running on them?  If you're like most PA's, you can learn "on the fly" so to speak, so just sell it that way.  Lots of experience juggling different schedules and assigning priorities, ensuring everything is in place for each event, and that the learning curve for any software will be minimal.

[peaches2160]

In the past I had full access to mail and calendar for my previous boss.  I have full access to one now and only calendar access to another.  It is challenging at times, but when you don't have access, you don't know what you don't know.  I find it easier to manage with all of the information, but work with what I have.  It is a skill that takes time to master, looking at the big picture and allowing time to get from one place or meeting to another.  Maximizing their the is key.