How To Plan Schedules for Your CEO | Career Group Companies
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Executive and Administrative Assistants are the unsung heroes of the professional world. You help teams with everything from answering calls to making presentations, and manage your Executive’s ever-evolving business calendar. Constantly trying to fit client pitches, presentations, and team meetings into one day is enough to make one’s head spin. But believe it or not, research has been done to better address when to schedule certain types of meetings so that everyone is at their most productive. Here are some helpful tips on how to plan schedules for your CEO!


Monday – Project Kick-offs

According to the Huffington Post, we tend to think of Monday as a “temporal landmark,” also known as a signal to the beginning of something. Mondays represent a fresh start or a clean slate. Because of this, research shows that it’s best to start long-term, large-scale projects at the beginning of the week. Associates will be more motivated to succeed and take charge of their responsibilities. Moreover, they will take more initiative than any other day.

This idea also carries over when it comes to new seasons or post-holiday times. If you begin a long project in the spring or right after associates are back from a holiday break, they are more likely to feel motivated to work with a sense of urgency.

Tuesday AM – Presentations/Interviews

Client presentations and interviews have their sweet spot in the schedule as well. Try Tuesday mornings, about 1-2 hours into the day. By this time, most executives have already had a full day to catch up from the weekend, and isn’t still flustered from their morning commute.

Statistically, this is also the time when short-term memory and logical reasoning are at their finest, so if there is an important decision to make, like a hiring choice or a client contract to sign, it’s best to address it then. This is when professionals are at their sharpest.

Wednesday – Team Meetings

If you’re stuck on when to set a recurring meeting for your team, look to the middle of the week. Studies show that scheduling team meetings mid-week – on Wednesdays – is the best for productivity. Since everyone has already had a few days to get caught up from the weekend, team members are more likely to want to get things done and are able to think more critically. Wednesday is also the best day for collaboration, whether it’s with internal team members or third-party consultants.

Friday – Team Off-sites

Since everyone is tapped out by 3 PM, take this opportunity to schedule a little pick-me-up for your team and Executive when the end of the week hits. Everyone will thank you. Offsite gatherings aren’t your team’s thing? Just let everyone work through the day on their own and move that project status call to Monday!


Navigating a CEO’s schedule can be tricky, but not impossible. While you should always keep your specific Executive and team’s preferences in mind, using the tips above will surely help you to be more independent and intentional when suggesting times for those important meetings.