As Executive Assistants, one of our most critical responsibilities is maximizing the productivity of our executives. Our executives often find themselves stretched thin, juggling emails, meetings, unexpected drop-ins, and phone calls throughout the day. However, unforeseen tasks and interruptions usually disrupt their schedules despite our best efforts. Yet, we can empower them with invaluable insights by conducting thorough calendar audits and sharing this information.
How could this positively impact their productivity? The answer lies in the power of awareness. By better understanding how they’re allocating their time, executives can effectively identify areas for improvement and make informed decisions about their schedules. This heightened awareness can lead to “a range of benefits, including reduced stress, increased focus and concentration, enhanced productivity, and the cultivation of healthier habits.”1
How To Audit Your Executive’s Calendar to Maximize Productivity
In Microsoft Outlook Calendar, you can export calendar details into Excel. Here is a step-by-step guide:
- Open Microsoft Outlook Calendar
- Click on “File” tab at the top of the menu bar
- Select “Open & Export”
- Choose “Import/Export”
- Select “Export to a file” and click “Next”
- Choose “Comma Separated Values (CSV)” and click “Next”
- Select the calendar that you want to export and click “Next”
- Then, choose a location to save the CSV file and click “Next”
- Then, click “Finish”
- Select the dates you want to extract and click “OK.”
Setting Up the CSV File
The next step is to analyze the Excel CSV file that you saved. Within the file, there will likely be several rows that are unnecessary for this analysis and can be deleted to streamline the process. The aim is to focus solely on the essential information required for analysis. Specifically, you want to retain the following columns: subject, start date, start time, end date, end time, required attendees, optional attendees, categories, and description. You can delete the columns that will not be used by right-clicking on the column’s letter and selecting delete.
Next, you will adjust the columns to read each cell’s text. Select the entire worksheet and click Wrap Text. Then, you select the top row (column headers) to add the filter buttons. Click on Sort & Filter on the Editing menu and select the Filter button.
Organizing the Data in the CSV File
The next set of directions is for organizing the data. You will sort the Subject column so you can manage like-kind events together. Click on the drop-down arrow on the Subject cell and select Sort A-to-Z. Once sorted, you may need to edit some subject lines to match if the titles are different. Then, you sort again to ensure that similar topics are listed together.
Example: 1:1 Robert & Sandy vs 1:1 w/Robert – these are the same meetings; however, the subject line is not the same and will not be in the same sort order.
Next, delete rows with irrelevant information.
Example: Fred OFF – this is information only and does not give value to the Calendar Audit.
How to Calculate the Events
To calculate the duration of the events on the calendar, select the Start Time column, right-click on Format Cells, click on Time, and then select the simple time option (9:00 AM). Do the same step for End Time. Next, insert a column after End Time. This column will be used to calculate the time difference between start and end time. You can rename this new column, Total Time.
The formula for the Total Time column is: =End Time—Start Time. This gives a time difference. Format the column by right-clicking on the second choice (13:30); this does not include the AM/PM. In the Total Time column, click and drag this formula down the page to calculate all the rows. Then, do a quick scan to ensure the calculations are correct.
Remember to click SAVE on the working file since the original data CSV file has been edited.
Transferring Data to the Calendar Audit
The purpose of the calendar audit isn’t just to crunch numbers—it’s to raise executives’ awareness of how they spend their time. For example, suppose we notice a significant decrease in the duration of 1:1 meetings in February. In that case, we can inquire whether any weekly meetings were missed or if there were any unexpected changes to the schedule.
Why the Calendar Audit Matters to Maximize Productivity
By presenting the calendar audit to our executives, we empower them to make more informed decisions about allocating their time. This, in turn, enables them to prioritize important tasks, ensure attendance at crucial meetings, and ultimately, focus on the work that truly matters.
In conclusion, regular calendar audits are a powerful tool for optimizing executive time management. By providing executives a clear understanding of their schedules, we enable them to make strategic decisions that drive productivity and success. So, take charge of your executive’s calendar today and unlock the path to greater efficiency!
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Footnotes:
- These Daily Mindfulness Practices Can Transform Your Life I NutriRise. https://nutririse.com/blogs/mindfulness-movement/these-daily-mindfulness-practices-can-transform-your-life ↩︎