Scheduling – the Big Picture
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Transcript of Scheduling – the Big Picture
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SCHEDULING – THE BIG PICTURE
• Understand the Members life and priorities• Maintain calm and collected demeanor• Use every tool possible to keep everyone in the loop• Create a logical system to feed information to your boss• Learn how the Member likes things and write them down• Always have a backup plan• Bad news should travel fast
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MANAGING A TYPICAL WEEK• Staff meetings are important• Accommodating meetings to votes• Try to come up with creative ways to make the week
easier: constituent coffees, block hours, open door hours• Use checklists to stay on top of the week and month
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MANAGING MEETINGS• Consolidate scheduling info
• Do not finalize meetings without all attendees, where they are from, issues list, and day-of contact
• Use staff to help manage the day
• Have a set procedure for front office
• Different kinds of meetings:– Full meetings
– Quick hellos
– Staff meetings
• Staff meeting calendar
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MANAGING INVITES AND OUTLOOK
• Suggestion: create a separate scheduling email
• Organize the day in a way that creates the least amount of wear and tear
• Develop a way to update the member on changes in schedule
• Have a format for every outlook entry
• Have a template for speaking engagements and district events
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TRAVEL• Make sure to monitor options for last votes and holding
all options• Keep district staff in the loop • Have direct airline numbers for congressional desks,
credit card info, Frequent Flyer info, etc on blackberry• Book flights at least a month ahead, if not at the
beginning of the year
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RESOURCES• Rooms
– Self scheduled rooms– Conference’s conference room– CVC rooms
• First call• Housenet• Superintendent• Sergeant at arms