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• 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• 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

• 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• 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• Rooms

– Self scheduled rooms– Conference’s conference room– CVC rooms

• First call• Housenet• Superintendent• Sergeant at arms