Having someone to support you with a busy calendar can be a game changer but there is an art to making that work really well. Here are my top recommendations for successful diary delegation:

Establish Rules and Boundaries, and Set Clear Expectations
Define responsibilities: Clearly outline what tasks you expect the PA to handle, such as scheduling meetings, blocking time for focused work, managing last-minute changes, and prioritising requests.
Communicate Priorities: Make sure your PA understands your key priorities, both personal and professional. This allows them to schedule time and tasks accordingly, ensuring your most important activities are given the attention they need.
Set Working Hours: Define your core working hours, including times when you’re
available for meetings and when you want to protect time for focused work or personal activities.
No-Meeting Zones: Identify specific times or days when you do not want meetings scheduled, such as no-meeting Fridays or focus blocks throughout the week.
Meeting Types and Duration: Specify the types of meetings you are willing to attend and set limits on their duration. For example, you may want to limit regular check-ins to 30 minutes and keep strategy sessions to an hour. Some people are really comfortable with blocks of meetings back to back and others need breathing room in between. Be as clear as you can about what works for you.
Communicate Regularly and Create Protocols
Regular Check-Ins: Schedule regular catch-ups with your PA to review upcoming commitments, discuss changes, and ensure your calendar is aligned with your priorities. Making sure there is opportunity to look at the diary together and iron out any clashes or queries will help prevent diary drama!
Emergency Protocols: Define clear protocols for how your PA should handle urgent requests, last-minute meeting changes, or unexpected calendar conflicts.
Rescheduling Guidelines: Provide guidance on which meetings can be rescheduled, cancelled, or delegated in case of conflicts, and outline how much advance notice you need for changes.
Empower, Trust and Collaborate
Grant Authority: Give your PA the autonomy to make scheduling decisions on your behalf, such as deciding when to accept or decline meeting requests, reschedule appointments, or adjust deadlines.
Build Trust: Delegate with confidence, trusting your PA to make decisions and manage your time effectively. The more trust you place in your PA, the more effectively they can manage your calendar.
With the right structure and trust in place, diary delegation can transform how you manage your time, creating space for what truly matters. When done well, it’s not just about being more organised—it’s about unlocking more productivity and balance in your daily life and work.
If you want some help with managing your busy diary, get in touch below
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