Managing a diary is not always an easy task; it is very demanding and needs an assertive person who pays attention to detail – as every PA will know.
A good PA needs to be flexible and proactive in overseeing a manager’s diary, organising, arranging and sometimes rearranging meetings, as well as finding solutions where meetings and appointments clash.
The role of managing a diary shouldn’t be underestimated – by taking the responsibility of planning meetings out of a manager’s daily tasks, the manager is given more time to focus on day-to-day business matters and running the company.
When managing a diary, communication between the PA and manager is paramount. Where there are two conflicting meetings, this should be brought to the manager’s attention immediately so that a decision can be made to arrange for someone else to attend one of the meetings, or an apology timeously delivered.
Apaphia Lefatle manages the diary of Flow Public Relations CEO Shoni Makhari. “It was a daunting task for me at the beginning, but I’m adjusting and getting to understand that all it needs is logic, common sense, flexibility and continual communication.”
Apaphia uses the whiteboard method, which has worked for Maria Foundanellas for many years. Maria has the tough task of managing the uber-busy diaries of Flow Communications MD Tiffany Turkington-Palmer and Flow Communications CEO Tara Turkington.
Maria’s whiteboard, mounted on the office wall, tabulates both diaries and serves as a constant reminder of all meetings; it is the first thing you see as you walk into their office.
Says Maria: "When I'm speaking on the phone I can easily see which slots are available on the whiteboard and update the online diary accordingly as confirmation for a scheduled meeting.
“I then colour-code appointments on the board to differentiate between Tara’s and Tiffany’s appointments, and ones that need them both. It works like a bomb.”
Apaphia updates her whiteboard as and when there are changes to Shoni’s online diary. “I keep the online diary open and check it at least every 20 minutes to ensure that I don’t miss any changes made on it” says Apaphia.
Managers’ lives are definitely made easier, more productive and more efficient by focusing their attention only on the day-to-day running of the business … and it’s all thanks to the managers of their diaries.