A single mis-scheduled meeting can cost a whole management team hours of lost time — multiply that across a busy office and the impact on productivity is enormous. This Training Course focuses on the coordination skills that keep senior management's calendars running smoothly: setting up meetings, managing invitations, and making sure every session covers what it needs to in the time available.

Beyond the calendar, participants also build the delegation and time management skills that let them act with more independence — handling routine coordination without escalating every decision, while still keeping management fully informed through clear, concise reporting. The course suits secretaries, office coordinators and anyone responsible for organizing a manager's schedule.

Key Outcomes:

• Schedule and coordinate meetings precisely, choosing dates that fit every invited party's calendar.
• Organize meeting agendas and allocate time so every topic gets proper discussion.
• Coordinate invitations and communication with all parties involved in a meeting.
• Send clear, complete follow-up reports summarizing meeting outcomes and agreed action points.
• Apply core time management principles — planning, organizing, executing and reviewing — to daily coordination work.

Who Should Attend?

• Managers and business owners.
• Heads of main departments within companies and institutions.
• Secretarial staff and office coordinators responsible for scheduling.
• Anyone managing the administrative offices of senior executives.

Module 1: The Coordinator's Role in Managing Executive Calendars

• Why precise meeting coordination protects management's time
• Common scheduling challenges secretarial and coordination teams face

Module 2: Scheduling and Invitation Management

• Coordinating dates and confirming availability with all parties
• Managing invitations for internal and external attendees
• Selecting timing that fits senior management's broader schedule

Module 3: Structuring the Meeting Itself

• Organizing agendas and topics to be discussed
• Allocating time so every point gets adequate discussion
• Timing sessions from opening to close

Module 4: Reporting and Follow-Up

• Sending complete reports covering all points and agreed dates
• Smart time management for moving quickly into follow-up details

Module 5: The Time Management Cycle Applied to Coordination Work

• Planning, organizing, executing and reviewing daily coordination tasks
• Prioritization methods such as the Eisenhower Matrix for busy calendars
• Building efficient workflows with task lists, calendars and reminders

Module 6: Scheduling, Focus and Reducing Interruptions

• Time blocking for focused coordination work
• Daily, weekly and monthly scheduling methods
• Minimizing interruptions and handling urgent requests without losing control of the calendar

Module 7: Communication, Delegation and the Right Tools

• Delegating tasks effectively within the coordination team
• Tools such as Microsoft Outlook, Trello and Asana for scheduling and tracking
• Reviewing coordination practices regularly to keep improving