Maintaining a current agenda for daily syncs is a crucial element of an assistant’s work. Each meeting should include the following eight items in the specified order:
Date: Specify the date in the top-right corner of the agenda.
Comment: Always include the date to ensure accurate tracking of changes and progress.
Follow-ups from meetings:
List the names of everyone the manager has met with since the last sync and confirm that no further action is required from you.
Comment: This helps ensure that no important tasks are overlooked.
Calendar review:
Open the calendar and have it ready to quickly discuss all meetings and events with the manager.
Comment: Ensure all events are accompanied by necessary details to avoid misunderstandings.
Manager’s agenda:
Ask the manager if they have any comments, feedback, or questions that need to be discussed.
Comment: This is a great opportunity for the manager to provide direction or adjust ongoing tasks.
Task completion:
List all tasks that have been completed or resolved since the last meeting.
Comment: This maintains transparency and shows that progress is being made.
Assistant’s questions:
Present any challenging emails or tasks that might require the manager’s input.
Comment: If difficult situations arise, this section of the meeting is useful for addressing them.
Projects:
List all projects that require the manager’s help or decisions. Be concise and propose three solutions for each issue.
Comment: Preparing solutions in advance demonstrates proactivity and saves the manager’s time.
Questions for the manager:
Create a list of questions to better understand the business and the manager.
Comment: If there is time left, use it to clarify questions that may help in the future.