Calendar Management For Executive Assistants to Save Time & Stress

If you move forward, you’ll need to dedicate some time to the initial setup—employees will have to enter lots of information up front.


Try write and wipe boards


Write and wipe boards help small offices streamline calendar management and even reduce some emailing and communications.

Key benefit: Simplicity.

How to try it:

  • Get a write and wipe calendar board or draw your own calendar template.
  • After your Monday status meetings, have everyone hang around to write down meetings and important events, including birthdays, vacation days, and doctor’s appointments.
  • Set and communicate a deadline for adding things to the calendar. After the deadline, grab the board and record all events into your online calendaring tool. Keep the board posted so people can reference it as they walk through the door.


Get more out of Google Sheets


Google Sheets may be perfect for expense tracking and reporting, but they’re also perfect for calendar management.

Key benefit: As a simpler alternative to Google Tables[17], Google Sheets are free and easy to use. They also allow people to work in one spreadsheet at the same time, a collaborative feature perfect for conference rooms, team calendars, and more.

How to use it: Just visit the Google Sheets website[18] and get started for free. Use a variety of free (and attractive) templates[19] to track projects, calendars, schedules, and more.

If you have to handle weekly calendars, you can send a link to the team and have everyone input key dates. Executives can insert comments on changes and questions within the sheet. You can even use a Google Sheet to manage meeting requests; just list available times and have people insert their names in the neighboring cells to take a time slot. Changes save immediately, so anyone concurrently reserving time will see the update, and you won’t get double bookings.


Use Basecamp to take requests and avoid needless follow-ups[20]


Known for project management, Basecamp can also help you with calendar management. The tool helps users perfect the art of transparent communication—you can take requests and keep the requestor updated on the status of the request so they don’t call, message, and email to ask about it.

Key benefit: Status updates reduce time wasted on telling people the status of their calendar request. That means you’ll have more time[21] to actually complete the calendar requests.

 How to try it: Get started on Basecamp[22] and then communicate that you’re “piloting” a new calendar request system. Have people submit their requests to you in Basecamp, add then use the “to-dos added & completed” function to share progress.


This tool allows you to focus throughout the day by reinforcing smart daily planning. One of the coolest features is its ability to offer intelligent and personalized suggestions to update your daily to-do list.

Key benefit: You no longer have to remember to manually add important to-dos to your calendars because To Do syncing has you covered.

How to try it: Download the free app and start managing your tasks the right way! To Do also includes cross-platform support and quick syncing that allow you to manage your life while at the office, at home or on-the-go. So if you assist an executive who has a habit of forgetting meetings and tasks, the reminders feature will help you provide fast, easy, and unobtrusive nudges. An easy alternative to Wunderlist[23] and other similar management tools, To Do can help executive assistants stay on track despite a busy schedule.

Use Robin conference room scheduling software[24]

Robin makes managing conference room calendars easier than ever.

Key benefit: You can set up the tool to allow employees to search for rooms based on availability, amenities, and location. You can view everything that’s happening, but you no longer have to tediously search for rooms, since employees can do it themselves.

How to use it:

  • Start a free trial or schedule a demo.
  • Tell employees you’re launching a pilot program.
  • Let the program run, then send out a survey to see what everyone thinks about the tool.

See what Evite can bring to RSVP tracking[25]


Evite offers far more than cutesie party invitations for your kid…or your cat. The paperless invitation service makes it more fun to track event responses and communicate about your meetings.

Key benefit: User-friendly RSVP tracking.

How to use it: Just sign in, create an invitation, send it out, and track it.

This internet-based room scheduling system aims to solve all the problems you face trying to manage how everyone in your office reserves meeting spaces[26].

Key benefit: The system comes with a simple touch screen you can mount outside of rooms. It shines a red light to indicate a taken room and a green light to indicate an open room.

How to use it: Check out the product specifications[27] page to determine if RoomWizard is right for your office.


The Boomerang Calendar system helps you add meetings to a Google Calendar right within your email.

Key benefit: One-click meeting scheduling you can complete in a single email.

How to use it: If you use Google Calendar for your office communications, then you can just download Boomerang and start using it today.

(PS – Get more sh*t done with The Assist[28] — the #1 free weekly newsletter made for assistants by assistants.)

If you ever need to add fun events to the calendar as part of your calendar management duties, then you need to bookmark this website.

Key benefit: The website provides a reason to celebrate any day you can think of. (Did you know that May 25th is actually Towel Day?)

How to use it: Pull up this website the next time your boss reminds you of those “office cheer” emails you’re supposed to be sending.

What calendar management tools make your life easier? Let us know in the comments below!


  1. ^ State of the Office Manager (A Facebook group for office managers only) (
  2. ^ State of the Executive Assistant (A Facebook group for executive assistants only)> (
  3. ^ The Assist (
  4. ^ (
  5. ^ (
  6. ^ (
  7. ^ Double (
  8. ^ meeting minute format (
  9. ^ The Assist (
  10. ^ Google Calendar (
  11. ^ Kyber (
  12. ^ Zapier (
  13. ^ Eventbot (
  14. ^ Sunsama (
  15. ^ new workplace (
  16. ^ free trial (
  17. ^ alternative to Google Tables (
  18. ^ Google Sheets website (
  19. ^ free (and attractive) templates (
  20. ^ Basecamp (
  21. ^ you’ll have more time (
  22. ^ Basecamp (
  23. ^ alternative to Wunderlist (
  24. ^ Robin (
  25. ^ Evite (
  26. ^ meeting spaces (
  27. ^ product specifications (
  28. ^ The Assist (

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