My boss (exec director) and I need to come up with a schedule strategy. We work in a hybrid setting, 1-2 days in office, the rest remote. As you all know, the days fill up quickly with travel, meetings and requests internal, external, new partners etc. Fridays are usually off limits to schedule anything unless it’s super important or really no way to work around it. have you seen something, created or implemented a strategy/guideline that would free up more time? I know saying no more would help

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Review calendar every Thursday/Friday for the following week. Decide which meetings are priority and which are ok to cancel or punt to another week. See if you could delegate some meetings to direct reports. Set up 1 hour blocks everyday for “focus/work” time. I try my best not to book over these or if I have to; I move it to another time.

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Thank you super helpful. We meet 30 mins every morning for daily briefings and look to next week as well. But the actions you suggested go beyond that! Thanks again

Try taking things off his plate. Only schedule things that are absolutely necessary or specifically at his direction. Take meetings for him or try taking over the tasks that give little to no ROI for his time. Pick one day a week where you both meet specifically to tackle admin tasks.

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Good call on the ROI and one day to tackle admin tasks. Thank you!!

I used to work with this guy that had meeting fomo. I just had to be real with him and every week we’d sit down and I’d say something like… I think X person can take this one without you and fill you in during your 1:1 if you want to free up time to focus. Suggesting delegates and reminding him/her that they are the one who needs to free up the time. Also remind them that they are going to be mostly b2b M-Th if they want a meeting free Friday. It was like clockwork, every week he’d forget why he was so jammed, and I’d remind him that this is how he wanted it set up lol. It was fun times.

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Thanks that’s really helpful! Yeah he definitely knows that. He’s always like ugh I do this to myself lol

Thanks so much for your advice everyone! This will all go into my schedule strategy proposal to him.

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