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7.1 How to use calendar’s and lists to make appointments

Understand your boss’s priorities and preferences.

You’re in charge of your client’s and superior’s schedules. You’ll want to keep upgrading any calendar tools and aids that you require. To begin, you must improve your ability to “do” the calendar process. When are they most productive, for example? What is the average time it takes them to accomplish a task? When do they prefer to meet and when do they prefer not to meet? Do they have a preferred timing for responding to emails and phone calls? You can just ask them what their levels are or what prioritization they desire to answer these queries.  Examine their previous schedules and calendars to see how their schedules have appeared in the past.

Make a commitment to using lists and plans.

You must be organized as a receptionist for both your boss and yourself. You won’t be able to prioritize chores if you don’t. Worse, you may make typical scheduling errors such as double-booking appointments. Making lists and using planners and calendars is the most natural solution. While a paper planner or calendar can be used, going digital allows you to access this information from anywhere at any time. Sharing with others is also more convenient. These technologies can also be used to set reminders and notifications so that key dates and tasks are not overlooked. Make sure that any apps you use, such as an online calendar and a task management tool, are synchronized and updated in real time.

Get to know the calendar you’ve chosen.

If you do use an online calendar, take the time to learn the basics and how to use it properly, such as what other programs it integrates with. What is the best way to share it with others? What shortcuts are there for fast adding and editing information? To help you get started, here are some helpful resources:

  • Google Calendar
  • Microsoft Calendar

Make a template for a calendar.

You can make a calendar template when you’ve learned your boss’s preferences and how to use your calendar. It simplifies calendar management by allowing you to insert important dates and information rather than having to create a calendar from start for each day, week, or month. Does your boss, for example, prefer that all meetings take place on Tuesday? Set out that day in the calendar for meetings, and make sure nothing else is scheduled during that time. If they wish to check their emails every day from 1 p.m. to 1:30 p.m., the template would set aside that time for that purpose.