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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
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