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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

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Scheduling – the Big Picture

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  1. 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

  2. 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

  3. 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

  4. 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

  5. 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

  6. Resources • Rooms • Self scheduled rooms • Conference’s conference room • CVC rooms • First call • Housenet • Superintendent • Sergeant at arms

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