<aside> 💡 Use this SOP when:

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The Process

Calendar Proofing (EA by yourself Weekly)

Proofing an exec’s calendar may take up to half a day each week at first. When done correctly it can save the entire team time and energy.

Here is what the calendar proofing process looks like:

1. Open your Executive’s calendar on your computer. Use this as your checklist (every week)

2. Go through each day of the week on your Executive’s calendar, checking each and every appointment for the day. (See common items you are confirming within each appointment below)

3. If the appointment is a meeting, reach out to the person your Executive is meeting with to confirm any additional details

4. If the appointment is a dinner (or meal) reservation, confirm with the restaurant by calling them or double checking the online reservation you made.

5. Any Placeholder PH items are marked Yellow Placeholder - Need to Confirm

6. the calendar items that you are waiting for more information on or waiting to hear back from someone to confirm the appointment are mark Pink “Need documentation”

   

7. Check off the items that are fully confirmed with all Links, agendas (and all items on the checklist below) - By Turning them Teal “Proofed/Confirmed” on the calendar

   Your goal is to have every appointment for the following week fully confirmed and checked off.

   • [ ] View Loom Video for example of the day: Calendar Proofing

   https://www.loom.com/share/70256523f1d94082afbfe8688f28f837?sid=3bdeacff-6497-42fc-8b56-3a3f357af75b

   Proofed/Confirmed Checklist

   Common Items You Are Looking For Prior to Marking Proofed/Confirmed:

   • [ ] Is the location of the meeting correct? (does it have a zoom link)
   • [ ] Is the time of the meeting correct?
   • [ ] Is this a sufficient amount of time for the meeting or event?
   • [ ] Test links in the description of the invite
   • [ ] Have all the attendees of the event received calendar invitations? If so, have they RSVP’d? If not, follow up with those who have not RSVP’d.
   • [ ] Is there contact information that needs to be added to the calendar details? For example, does a phone number need to be added in case your Executive needs to reach their meeting guest quickly? Having the phone number in the calendar details makes retrieving these numbers easy if the person’s number is not loaded into their phone.
   • [ ] If your Executive needs to drive to this meeting, have you allowed for enough drive time, is the travel time marked OOO on the calendar?
   • [ ] Are you allowing enough time for a lunch break in the middle of the day?
   • [ ] Are all the phone numbers for other parties in the calendar event? (in case something goes wrong)
   • [ ] Are all the applicable details for the context of the meeting in the calendar details?
   • [ ] Are all the necessary documents attached in the calendar details?
   • [ ] Is there margin in your Executive’s schedule?
   • [ ] Since you control your Executive’s calendar, it’s your job to protect down time like mornings, nights, and weekends. By protecting these times, your Executive is able to rejuvenate and be at their best during the work day.

Last Monday of Month - meeting with Scott

• [ ] Ensure the discussion is focused on the following months priorities (as these change monthly)
  • [ ] Look ahead 60 days - this will be a hard look
  • [ ] Look ahead 90 days - this will be a soft look

Create list of questions - Add to the 1:1 Doc (unless it’s info needed in less than 24 hours, then signal)

Mock up the work (then get feedback on it) “Here’s what I did. Any suggestions, changes or things you’d like to see differently”