Map the impact before sending
Check more than attendees. A moved meeting may affect preparation deadlines, rooms, transport, external guests, or a dependent decision.
Calendar Management
How to notify stakeholders about executive calendar changes
ExecutiveSupportStaff Editorial Team | Published
Write for action
Lead with what changed, then state whether the recipient must choose a new time, accept a delegate, stop preparation, or await an update.
Use one communication owner
One assistant should coordinate notices so attendees do not receive conflicting versions. Record responses beside the meeting.
Review the workflow
After a missed commitment or unclear handoff, update the rule, name the owner, and record the next review date. Use the executive office operating rhythm to keep the change in regular practice.
| Stage | Required output |
|---|---|
| Prepare | Purpose and owner |
| Operate | Decision and record |
| Review | Exception and next step |
Frequently asked questions
What should this workflow define?
Check more than attendees. A moved meeting may affect preparation deadlines, rooms, transport, external guests, or a dependent decision.
Who should own the work?
Lead with what changed, then state whether the recipient must choose a new time, accept a delegate, stop preparation, or await an update.
How should exceptions be handled?
One assistant should coordinate notices so attendees do not receive conflicting versions. Record responses beside the meeting.
executive calendar change notificationexecutive assistantexecutive support