How can you manage scheduling requests from industry experts?

Booking meetings with experts can get complicated. Everyone has crammed calendars. Your client likely juggles many demands too. - Check in regularly about the best timing. - Ask open-ended questions and actively listen. Maybe they prefer quick 30 minute sessions to dive deep into specific topics. Or they’d like more informal 60-90 minute chats to spur new ideas. Stay patient and understand if plans need to shift.

With busy lives, easy-to-use tools matter. Ones allowing you to - coordinate - update - and track meetings smoothly. but also understand that no one size fits all. Ask your manager what scheduling flow they prefer. Some like automated calendars and reminder bots. Others want a personal touch running point.

Knowing your boss's preferences and using the right scheduling tool is important, but for me, I would say that confirming and following up is critical. You know that old expression about "assuming" things. Make sure you're extra clear, and if it's a VERY important meeting, then get your boss on the phone to confirm and don't assume that the email you sent was read by him.

Confirming and following up is a meeting coordination essential. If a meeting has been scheduled weeks in advance, make it a point to set a reminder 48 hours before the meeting date to reconfirm the date, time and venue and any attendees that you need to know about. If you don’t receive a response in a timely manner, reach out to the person you are scheduling with by phone. Either way, make sure to get a response. Then the day before, send a follow-up note effectively saying, “(Your executive’s name) is looking forward to meeting with (their executive’s name) tomorrow at (time, venue).” Following up and double confirming keeps a lot of stress at bay.

Systems should be refined as time goes on. Certain conditions will morph, so an executive and assistant should make the appropriate changes.

Evaluate and optimize; periodically evaluate the efficiency of your scheduling process. Solicit feedback from your boss and industry expert to identify areas of improvement. Stay updated on new scheduling tools or technologies that may enhance the process.