How to plan a manager's day
The manager can plan his time himself or completely or partially delegate this function to the secretary-referent. In any case, we can not do without interaction with the secretary, since it is he who prepares and organizes meetings, materials for meetings, receives incoming calls. Moreover, the secretary usually keeps in mind all the manager's plans known to him and tries to distribute them according to working time, so it is very important to notify the secretary in time about changes in his plans.
But do not rely solely on the secretary, it's important to learn how to allocate your time so that you have time to do everything planned. A good way is to analyze each past hour to find out exactly what was done and how long it took. It is also necessary to single out for himself the main global tasks as a leader, and to devote the main working time to their decision. In any case, the most important tasks should be solved first of all, since it is known that 80% of the current tasks are being solved for the first 20% of the working day, and the remaining time is spent only for 20% of the work.
Do not let random events cross out your schedule. It is better to put some time on them in advance, it will allow you to more likely to have time to perform the basic tasks. Planning meetings, events, meetings, conferences proceed from real time, which they will require, taking into account the preparation, preliminary acquaintance with the materials, spontaneous discussions and questions. Try to carry out such events in time so that the beginning of the next meeting does not rest on the end of the previous one, because in that case you will often be forced either to be late or to clap the finale.
The duties of the secretary often include preliminary planning for the day and week, taking into account incoming calls, offers, invitations. It is advisable to discuss with the secretary at the end of the day his idea of your schedule, making corrections to it. It is even better to do this in the second half of the day, so that the secretary has the opportunity to make changes, make calls with the proposal to postpone this or that event. Constant contact with the secretary should become a habit, because his schedule directly depends on yours, and many activities require pre-training from his side.
Analyze past working days from the point of view of the efficient distribution of your time. Perhaps you will see solutions that will allow you to manage more, for example, to hold several meetings in one area or to combine some activities. Make notes about the events that have taken place and are planned in the diary.