Write rules before requests arrive
Define which meetings the assistant may decline, which require executive review, and which can be delegated. Include sensitive exceptions.
Calendar Management
How to set meeting decline and delegation rules
ExecutiveSupportStaff Editorial Team | Published
Delegate outcomes, not attendance
Name a delegate only when that person has context and authority. Tell the organizer what the delegate can decide.
Use the smallest useful alternative
A written answer, shorter meeting, or meeting with the accountable leader may achieve the outcome with less executive time.
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?
Define which meetings the assistant may decline, which require executive review, and which can be delegated. Include sensitive exceptions.
Who should own the work?
Name a delegate only when that person has context and authority. Tell the organizer what the delegate can decide.
How should exceptions be handled?
A written answer, shorter meeting, or meeting with the accountable leader may achieve the outcome with less executive time.
meeting decline delegation rulesexecutive assistantexecutive support