From the course: Administrative Professional Tips

Preparing briefing materials

From the course: Administrative Professional Tips

Preparing briefing materials

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- How do you help prepare your executives so they are ready to tackle trips, meetings, and events with the most up-to-date information? Do you have a system for gathering important information and avoiding surprises? If you do not currently have this as one of your practices, it's time to put this in place and help prepare them so they are ready to face their day with exactly what they need. This can help save time and eliminate stress for both you and your executive. As you know, the person or people that we support have a lot going on. They are often running from meeting to meeting, traveling on a regular basis and attending events where they will be making remarks or presenting on a particular topic. The best way to make a hectic day and schedule a little easier is by ensuring they have all the vital information in advance. You as an administrative support professional can ensure that this happens by pulling the required materials together, eliminating most surprises and providing everything in an easy-access format. The information that you provide for your packet will primarily come from the things you have worked on first-hand such as travel and presentations you may compile. Some items may also require you to research and pull data from the internet. It's also important to keep in mind that some of the rest of your materials will need to be obtained through other members of the organization. If that is the case, allow ample time to receive the documents and ensure they are accurate and complete. Provide due dates well in advance. What your individual briefing packets look like are based on the preference of the person you support. Some like to have a hard copy because they like something tangible and accessible to look at whenever they need to. Some bosses may prefer the digital copy in lieu of paper because they are more comfortable navigating this format. Either way, here's what I suggest go into a briefing packet, necessary contacts, telephone numbers, confirmations, travel itinerary when needed, presentation data, event logistics. One thing to note, the unfortunate part about a hard copy packet is that it could be lost or inadvertently left behind. Make sure you always have a digital backup that is accessible by mobile device or via laptop. Having briefing materials in advance of trips, meetings, and events will be expected by many executives. How you ensure their delivery and presentation will be an area where you can make your own mark. For those not used to this type of information being available, you will be able to showcase your talents as a forward thinker who wants to ensure that your boss is well-prepared, at their best and they can react calmly and swiftly when things don't work out exactly as we planned.

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