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

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Scheduling – the Big Picture

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Scheduling the big picture

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


Managing a typical week

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


Managing meetings

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


Managing invites and outlook

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


Travel

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


Resources

Resources

  • Rooms

    • Self scheduled rooms

    • Conference’s conference room

    • CVC rooms

  • First call

  • Housenet

  • Superintendent

  • Sergeant at arms


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