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[quote=Anonymous][quote=Anonymous][quote=Anonymous][quote=Anonymous]Okay, so I am an assistant to a very busy partner at a law firm.  When I schedule meetings for him I ALWAYS block off any time I offered or someone else offered for a call in a bright color on his calendar marked "HOLD: call with so-and-so, TBD, or they will send conference info, or waiting to hear back to confirm and send our bridge/Zoom, etc.".  That way when I look at his calendar for the next day or two, I know whether someone who was supposed to send an invite/bridge actually has or has not and also know not to offer that time slot to a different client - and follow-up if they haven't send a bridge or follow-up to confirm the time and send out the bridge on my end.  I have his Outlook calendar color coded.  LOL, sometimes I feel almost like I'm playing a video game...like Tetris or something with how often I schedule calls or move them around.  Do you have an assistant or do you handle your own calendar?

For a busy person with lots of calls placeholders are super necessary for keeping track of the scheduling and not offering the same time slots to multiple people.

I also love worldtimebuddy.com, it makes scheduling calls between many people who are in multiple times zones much easier.  Also, sending a Doodle to schedule call with a lot of people is very helpful to cut down on the email back and forth on availability. [/quote]

This is me again - I also change all of my attorneys' calendar invites from other people to a "one-click" if they are not already in that format so they can just click on the link and not have to separately enter a code to enter the call.  I also add any emails or documents to call invites that they may potentially need for the call to the invite (so they don't need to search their email for documents)[/quote]

Wow. Ummm, are you looking to move firms? Because I'm awesome but have never had an admin approaching your level.[/quote]

Haha, thanks! :)  I've actually been at my firm for almost 20 years, and I'm a person that hates changing jobs - I have changed before due to harassment from an attorney, and ended up with an even worse work partner.

[b]Maybe we can make this thread into advice on calendaring and admin things![/b]

I also:

* check his sent emails constantly to see if he's promised a client a work product by a certain time or day, and I put a reminder on his calendar in grey with the email attached.  I also look at his sent items to see what emails he has responded to already, so I can file that chain in the respective client's email folder.  I also check for emails that he sometimes sends where he said I would get back to them to schedule a call, but he actually forgot to cc me on the email.  Also, any emails where he gave the client a flat fee or a budget estimate for a project, I log that into info a chart that I keep and also pop a copy of the email into a folder I keep for "flat fees & estimates" so when I do his client billing, it's easy to see what needs billed or written off and easy to find proof of where the client agreed to the price/scope of the project.

* I constantly monitor his inbox throughout the day and delete any junk, file away any older emails in chains into their client folders, and I have a running "action list" of all emails that actually require a response to a client, etc. to let him know what is urgent.  Also, if anyone requests a call with him I jump in and schedule without involving him, unless I have a question.  If a client sends new contact info, or we onboard a new client, I enter their info in his contacts and enter a preliminary conflict check for new clients.

* every day I have an email where I draft his time entries by using his calendar invites and sent emails.  I send to him every day and he edits and sends it back for me to enter into our time program.

* I do very heavy scheduling for him mostly, but other attorneys too sometimes.  I love using Quick Parts in Outlook.  I have the dial inZoom info for every attorney I work with in Quick Parts, so it's just a couple clicks to insert it into the calendar invite.

* I keep an excel spreadsheet of any client development budget expenses I submitted, that way if any attorney wants to know what they have left to spend I can tell them immediately and also let them know when they have excess left near the end of the year so they can spend it down.  I also have a spreadsheet for our practice group budget, so at any time I can know what our group has left to spend.

* I monitor his CLE/CPEs needed and let him know when he's falling behind, and I find CLE/CPE webinars he can do and put them on his calendar.

* Any time an attorney sends an email saying they will be off, or on vacation, I put it on his calendar so he's in the know

*I check weekly to clean up his OneNote and make sure everything is organized correctly by client, and also formatted consistently.

Most if this I do for one specific partner, all my other work partners are pretty self reliant (and as another post mentioned, younger).

Anyone have any tips they'd like to add?

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