Give each calendar a primary owner
Shared visibility does not mean shared ownership. Name one assistant who can accept, decline, move, and explain meetings for each executive.
Calendar Management
How to coordinate shared calendars across a leadership team
ExecutiveSupportStaff Editorial Team | Published
Microsoft distinguishes edit access from delegate access. Its calendar delegation guide explains the boundary.
Standardize event details
Use consistent titles, time zones, locations, links, and owner names. Mark tentative holds and give them an expiration time.
Use written priorities
Agree on which commitments can displace others. When priorities are equal, present the executive with the smallest useful choice.
Maintain coverage
Use the calendar delegation rules for authority and the backup coverage plan for handoffs.
| Stage | Required output |
|---|---|
| Define | Owner and boundary |
| Operate | Decision and record |
| Review | Updated rule |
Frequently asked questions
What should this process define?
Give each calendar one primary owner and named backup coverage.
What makes the process reliable?
The assistant who owns the meeting applies the agreed priority rules and escalates unresolved choices.
When should the process be reviewed?
Define event naming, holds, travel buffers, privacy labels, time zones, ownership, and change notices.
shared calendar coordinationexecutive assistantexecutive support