Planning and managing the executive's annual calendar are very important activities to see the future meetings and commitments from a strategic level to help you identify your executive's priorities in a more efficient and productive way. Before you start designing the annual calendar, prepare what should go on you executive's calendar. There are some basic inputs to the calendar such as holidays, major events, etc.; however there will be others specific ones to your executive, office and company. 

Designing the executive's long-term calendar and gathering all the requirements with proper planning require critical thinking and excellent knowledge of business and your executive’s roles, responsibilities, and commitments. 

Here are some tips to consider when preparing your executive's long-term calendar. 

1. Which tool/application you think is the most appropriate one? 
2. What type of events, commitments, meetings, business trips, etc. should go on the calendar? 
3. Where should you find the sources of information and other commitments? 
4. Which format and colors match with your executive’s style? 
5. Do you need to categorize any entries or color code them? 
6. How long should be the calendar duration? 1, 1.5, 2 or 3 years? 
7. Where can it be stored, shared and accessed remotely. 
8. Who should have access to it and what type of access? 

I hope you will find this useful!  

Get more insights about meetings planning and preparations in my book "Secrets of Administrative Excellence"