Who manages your diary?

I haven't met a CEO of a small business that hasn't got too much to do. Diary management is always a big topic and most people develop their own methods to suit the way they like to work. However, sometimes the way a diary is run has more to do with what others want - colleagues, clients & peers - rather than what is important to us.

I am always intrigued by the way that peers can affect how we run our businesses. I occasionally speak to CEOs who suggest we get our PAs to talk and arrange a meeting - I tell them that I don't have one and then suggest a date & time. They believe that this is the way it should be done but it often comes down to the fact that they don't have good access to the system they use - paper or electronic. They give the impression that it is not their job and are shocked that my diary is mine to manage. I take the view that if a meeting is worth arranging it should be booked then and there with little fuss.

Our CRM system is used by every employee and all meetings are recorded - both companies that I am involved with use the same system. Every employee sees my diary and can / must enter meetings when they need me involved. They are used to this and are very considerate but I have an office manager who juggles activities for me when needed. On school run days the system tells me when to leave and I try to get personal activities logged where relevant. I have access at home and on the move but as all employees can see my diary it is easy to call in and organise events.

This approach wouldn't work if every employee had their own diary but I haven't been in that situation since starting Centurion 15 years ago. I can see that sharing diaries may be scary at first but I personally couldn't manage without it.