The Executive’s time is the most highly valued commodity and as such needs to be meticulously managed. The only way to ensure this occurs is to delegate the responsibility to a trusted Assistant who has total control over the diary.
In the business world as we know it today, every Executive has a mobile phone which gives them the capacity to manage a duplicity of tasks whilst they are away from their office including appointments. However it is far more effective when a meeting needs to be negotiated, to advise the party concerned that your EA will be in touch to discuss a mutually convenient time. This keep the locus of control at one pivotal point the Assistant, and of course, eradicates the possibility of a double booking. It also generates a professional image for the Executive.
It would be totally unprofessional to agree a time, and then get back to the office and find your Assistant has already negotiated another appointment in that timeslot. It is then embarrassing having to ‘backtrack’ and make renegotiate changes. The time expended is a total waste of resources.
As manager of the diary, the Assistant will be fully conversant with the movements of their Executive and is able to negotiate appointments on their behalf, which portrays a stronger professional image.
Apart from an Assistant, there should be there should be no other person who has the authority to create appointments in the executive’s diary. ALL requests must be directed through the Assistant.
It is important to note that dealing with Stakeholders in a highly professional manner promotes the credibility of the EA’s position, as they are seen as an extension of the Executive. This gives strength to their ‘standing’ in the C-Suite as they are seen as the first port of call for their Executive.