Informing your executive director about your availability should be done professionally and clearly. Here are some proper ways to communicate this:
1. Email
- Subject Line: Make it concise and clear, e.g., "Availability Update"
- Greeting: Use a formal greeting, e.g., "Dear [Executive Director's Name],"
- Body: Clearly state your availability. Mention specific days or times if relevant. Keep it brief and professional.
- Closing: Use a polite closing, e.g., "Best regards," followed by your name.
Example:
Subject: Availability Update
Dear [Executive Director's Name],
I hope this message finds you well. I wanted to inform you that I am available for any meetings or discussions you may need my assistance with this week. Please let me know if there are specific times you would prefer.
Thank you for your consideration.
Best regards,
[Your Name]
2. In-Person or Virtual Meeting
- Timing: Choose an appropriate moment during a meeting when your executive director is not preoccupied.
- Introduction: Politely interject or wait for a pause, then say something like, "I wanted to let you know that I am available to assist with any current projects or tasks."
3. Instant Messaging
- If your organization uses platforms like Slack, Microsoft Teams, etc., send a brief message.
- Format: Keep it short and clear, e.g., "Hi [Executive Director's Name], I'm available to assist with any tasks you may need help with today."
4. Follow-Up After a Project
- If you've recently completed a project, you could mention your availability in a follow-up email or conversation: "Now that I've wrapped up [Project/Task], I'm available for new assignments or initiatives."
5. During Scheduled Check-Ins
- If you have regular check-in meetings, use that time to mention your availability proactively.
6. Calendar Invitations
- If you have specific times when you’re available for meetings, you might send a calendar invite to your executive director with time slots marked as “available for meetings.”
Additional Tips
- Clarity: Be direct about your availability without unnecessary details.
- Professional Tone: Maintain a professional tone throughout your communication.
- Flexibility: Indicate your willingness to adapt your schedule to meet their needs if necessary.
By using these methods, you can effectively communicate your availability while maintaining professionalism and respect for your executive director's time.