Manual Vs. Electronic: The Calendar Dilema

Does your boss refuse to use Microsoft Outlook? Does he/she prefer to use the paper-based agendas, whether it is the one time use ones or the ones that take refills? Do you find that they would be better off using a Blackberry, since it synchronizes in real time?

I've worked with a manager in one of my past jobs where he would refuse to use Microsoft Outlook, even if his life depended on it. He actually asked me to have a calendar for him as well as for myself, so that we could co-ordinate the two "manual" calendars.

Of course, you could imagine the disasters that happened, since the majority of the time, he would "forget" to let me know of any updates that happened. You want to avoid this at all costs.

One of my readers asks:

I have a boss who refuses to use Outlook. He keeps a "manual" calendar, like in the "old days". He hates computers. How can I effectively manage his manual calendar that changes constantly and keep him informed on a daily basis of his schedule?

My answer to this reader is:

Well, you can try to show him the benefits of having Microsoft Outlook and/or a Blackberry. If that doesn't work, you have to explain to him that there are going to be "hiccups", since the flow of information might be like a broken telephone. There might be times where he would "forget" to let you know of changes, just like my old boss did.

The other option is to have Microsoft Outlook running on your computer and create a calendar just for your manager. This will cut down on mistakes. If you don't use your own calendar for your own use, then use it for your manager's appointments instead. Then you can always transfer information between your calendar and his. This would, at least, cut down on the errors that could happen, since electronic versions are much more reliable.

To add a new calendar to your Microsoft Outlook:

1. Right click inside the "My Calendars" area.
   
   
   
   
   
2. Click "New Folder".
   
   
   
   
   
   
3. Now type the name of the calendar that you want to use for your manager. My suggestion would be to use your manager's name.
   
   
   
   
   
   
4. Notice that the new calendar is now active.
   
   
   
   

Another tip is to make sure that your boss understands what's at stake and to have open communication with you at all times. Even if it means that he has to call you and leave you voice mail messages with updates. If he uses e-mail, which I assume that he doesn't, since he hates computers, he could also e-mail you any updates.

The point is to keep the lines of communication open. Fewer errors will occur as more of this happens.

Do you have any other suggestions on how this could be dealt with? I am curious to see what you come up with.

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Until next time,

Take care - of your clutter!


Post from: Administrative Assistant Tips