What are the best practices for communicating an executive's calendar changes?

2 Use clear and concise language

When you communicate your executive's calendar changes, you need to use clear and concise language that conveys the essential information. Avoid using vague or ambiguous terms that could cause misunderstandings or errors. For example, instead of saying "Your meeting with John has been moved", say "Your meeting with John from ABC Inc. has been rescheduled from 10 a.m. to 11 a.m. on Tuesday, June 15th". Include the date, time, location, and purpose of the meeting, as well as the name and contact details of the other party. If possible, use bullet points or numbered lists to organize your message and make it easier to read.

3 Confirm and follow up

After you communicate your executive's calendar changes, you need to confirm and follow up with the relevant parties. This will ensure that everyone is on the same page and that there are no conflicts or discrepancies. Send a confirmation email or message to your executive and the other attendees, summarizing the changes and asking for their acknowledgment. If you don't receive a response within a reasonable time frame, follow up with a phone call or a reminder. Keep track of the status of the changes and update your executive accordingly.

4 Anticipate and prevent problems

Sometimes, despite your best efforts, you may encounter problems or challenges when communicating your executive's calendar changes. For example, you may have to deal with last-minute cancellations, rescheduling requests, or technical issues. To anticipate and prevent these problems, you need to be proactive and flexible. Have a backup plan in case something goes wrong, such as alternative dates, times, or modes of communication. Communicate any potential issues or risks to your executive as soon as possible and propose solutions. Be ready to adapt to changing situations and prioritize your executive's needs.

5 Seek feedback and improve

Finally, you can improve your communication skills by seeking feedback and learning from your experience. Ask your executive and the other parties involved how they felt about the way you communicated the calendar changes. Did they find it clear, timely, and professional? Were there any gaps or errors in the information? How can you improve your process or approach? Take note of their feedback and apply it to your future communication. You can also review your own performance and identify your strengths and areas for improvement.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?