A Great Calendar: The Backbone of an Organized Day

Objective: Your executive’s calendar is their operating system. A clean, accurate calendar is the foundation of calm, control, and credibility. It reflects judgment, prioritization, and foresight—and it’s one of the most visible markers of an EA’s professionalism.

Make Calendar Maintenance a Daily Ritual

Start and end every day with the calendar. It’s the first thing you open and the last thing you close.

Morning Review (5–10 minutes):

• Scan the next 2–3 days.

• Identify any changes overnight (declines, new invites, time shifts).

• Check for conflicts or double bookings.

• Ensure each meeting has an updated title, correct attendees, location, and links.

Evening Review (5 minutes):

• Review the next day’s schedule.

• Confirm prep materials are in place.

• Double-check that travel time, buffers, and breaks are adequate.

• Send any final reminders or adjust notifications if necessary.

Doing these two sweeps daily helps you anticipate problems before they reach your executive—and gives you the confidence that nothing’s slipping through the cracks.

Keep the Calendar Clean, Clear, and Useful

Every meeting entry should communicate at a glance who, what, where, and why.

Meeting Titles:

• Use consistent, readable formats:

• In-Person: Joe Smith and Jane Doe

• Zoom: Client Sync – Smith & Doe

• Internal: 1:1 – Alex / Finance Check-in

• Phone Call: Mary Smith and Cal Black

• Avoid cryptic abbreviations or insider shorthand. Anyone viewing the calendar should instantly understand the purpose.
  

  Locations:

• Always confirm physical locations, addresses, or links are current.

• Include the floor, room number, or building when in-office. Is there a point of contact to include like the receptionist or office manager? 

• For virtual meetings, ensure Zoom/Meet links are valid and embedded. Ensure phone numbers are included, correct, etc.
  

  Descriptions:

• Add context in a clean, standardized way when needed:

• Objective: One sentence describing the purpose.

• Agenda: 3–5 bullet points.

• Materials: Links to decks, briefs, or prior notes.

• Contacts: Phone numbers or backup dial-ins.

Attendees:

• Confirm the right people are invited—no more, no fewer.

• Check for declines and follow up as needed.

• If someone key has dropped off/declined, re-confirm whether the meeting still makes sense.

Add Helpful Notifications and Buffers

• Reminders: Customize notifications based on meeting type—15 minutes for virtual calls, 30–60 minutes for travel-required meetings.

• Buffers: Build breathing space between meetings. Add holds labeled Prep, Notes, or Travel to protect focus time.

• Travel Windows: For in-person appointments, block travel to and from—especially in congested areas or unfamiliar cities.
  

Naming, Formatting, and Professional Polish

A well-structured calendar radiates control. Standardize the style:

• Capitalization: Use Title Case (not ALL CAPS).

• Consistency: Apply uniform punctuation and spacing.

• Clean-up: Regularly delete canceled or tentative events that linger.

Keep event titles tight, descriptions scannable, and details precise. It’s better to spend 30 extra seconds verifying a link or phone number than to waste 15 minutes untangling confusion later.

Double-Check Your Work

Before your executive starts their day, ask:

• Do they have everything they need to walk confidently into every meeting?

• Are there any potential conflicts, double bookings, or missing prep materials?
  Has anything changed since the last review?

A clean calendar means a calm executive—and an EA who’s always one step ahead.

Conclusion: Confirm, Reconfirm, and Communicate Clearly

A well-managed calendar doesn’t end with accurate entries—it extends into proactive communication. The day before key meetings, make it a habit to reconfirm with external guests or partners. This small gesture prevents confusion, reduces last-minute reschedules, and reinforces professionalism.

Example Message:

Hi Jane, 

Mark is looking forward to meeting you tomorrow at the Starbucks at 55 Sunset Avenue at 10:00 AM. If you need anything at all, my cell is 555-555-5555. Mark’s cell, just in case for arrival, is 888-888-8888. 

Thank you,

Kate

These confirmations take less than a minute but save hours of potential coordination headaches.

They demonstrate courtesy, reliability, and attention to detail—the hallmark of an excellent EA.

Over time, this habit builds a seamless rhythm: clean calendars, confirmed meetings, and confident days for you and your executive.