Adding a meeting to a diary is the bread and butter of most assistants’ days. Like many components of our role there is no set method, but we thought to share our top tips, giving you the best chance to make your boss’s life easy, which of course makes your life easier too! It might seem like a no brainer part of your job, but the devil is always in the detail!

The basics:

• Ensure the meeting name or person’s name is in full and correct – your boss should recognise what the meeting is about at a quick glance.
• If the meeting is with more than one person, add all names and in full.
• Add the complete address of the meeting, even if it is somewhere they go often. Include the room number or name if applicable. If it is an unfamiliar address, consider including a Google maps link or detailed directions.
• Check the time zone is correct for the country the meeting will take place in, then add the correct time. Be aware of changing time differences, don’t forget to factor in daylight savings. Finally check if any members will be joining virtually.
• In the information box add the contact numbers for the people your boss will be meeting, alongside their full names, and titles, and if necessary, a link to their bios or a screenshot of the information.
• When attaching the contact numbers, ensure it is a click and call. Don’t leave your boss stressed, juggling papers, laptops etc, trying to recall and type in phone numbers. Our job is always to pre-empt these sorts of potential stresses and remove them!
• If they are visiting a building that requires codes, a different door to be used or something else, add that information here too.

The extras:

• Add the agenda for the meeting as well as previous minutes or any other documentation or relevant information you feel might be needed.
• If you have booked a taxi or transfer, list their contact details too, if not, consider including the number for a local firm if you feel that might be helpful.
• If it takes 30 minutes to get to the meeting, block out that travel time in their diary.
• Always be available just before and after the meetings. If the meetings is not in your office and your boss is running late, is lost or needs something urgently, they will need you. If your boss is the sort to download information and details straight after meetings, be ready and waiting. Keep your phone line free.
• If you know they might follow the meeting with coffee, lunch etc add some recommendations in close proximity to the meeting. Perhaps consider making a booking to hold just in case.
• Hosting the meeting? Remember to book the meeting space, check the required equipment is available (and works) and arrange any catering. You can even confirm attendees’ coffee preferences ahead of time to have ready.

A few days before the meeting:

• Re-confirm the meeting with participants and double-check the location and travel plans for getting there. Do not forget they might not be coming from your office so ensure you have allowed enough time and given them detailed instructions if it is a new route.
• Check agendas and documents are ready and up to date, then add them to the meeting.
• Ask your boss what they need, are they unsure about any of the details, or have you overlooked anything?

You will quickly ascertain the exact details your boss wants and needs and the style they like their meetings to be added. Hopefully, this guide will help you seamlessly assist them with all their future meetings!

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