How to Create a Weekly Routine with your Assistant

Ryan Cassin

Ryan Cassin

A weekly routine is essential for productivity. Not everything needs to be mapped out, of course, but when you create a weekly routine that plays into your strengths, accommodates your shortcomings, and fits your specific needs, you can optimize your time and deliver maximal results.

However, making, maintaining, and protecting your weekly schedule can prove time-consuming. Luckily, if you have an Executive Assistant, they make the process much easier.

They are the second pair of eyes that can keep you accountable and help you maintain a productive routine.

Here’s how it works:

1. Set the Groundwork


Assistant: If you have a Superpowers Executive Assistant, they have already begun the process for you.

They will consider:

  • Scheduling habits that have/have not worked well for you in the past
  • Categories or specific tasks that often slip through the cracks
  • High-priority repeated tasks that need to be present on your calendar
  • If you have built-in focus time each day

This pre-work process saves you valuable time. Your assistant will come into your initial meeting with a foundational idea of how your ideal week will look.

You: Gather information on your current schedule and write down success criteria for the new one.

What would your ideal week look like? What would it help you accomplish?

For a week, make a note of everything you do and the time it takes to do it. You assistant can also handle the documentation relay the information to them.

2. Meet to Create Your Weekly Routine


These questions can help you build on what you already have:

  • What in your routine is already at an ideal time?
  • What do you wish could be at a different time?
  • What activities or tasks are not on your schedule that ideally would be? When would these occur?
  • What in your routine absolutely cannot be moved?
  • When is an ideal time to schedule “focus time” for doing deep work?
  • When is an ideal time for scheduling free days? Time to relax and do fewer or no work-related tasks.
  • What activities, meetings, or tasks are on your calendar that can be delegated to someone else?


Consider scheduling personal life and self-care activities. They are integral for a well-balanced life.  Date nights, workouts, meditation, children’s sporting events…

3. Fill in the Blanks with Grouped Tasks


Start by identifying key activities or meetings during your week.  Then, group similar tasks together and assign them to a specific day of the week. Keep a smooth workflow by grouping similar tasks at the same times, here are some examples:

  • All internal meetings
  • All sales/external meetings
  • Meetings centered around a specific function of the business
  • Focus days and free days
  • Time to review your Daily Bullet
  • Focus time
  • Open door/interrupted time
  • Meetings during the week
  • Self-care
  • Inbox reviews
  • All other personalized needs and wants you have discovered through the process so far.
  • Activities such as workouts, lunch groups/meetings, date night

3. Adapt and Fine-Tune


Your ideal week should be a direct reflection of you.  You and your assistant should be constantly aware of how your weekly routine is working and how it is not. During any weekly or daily syncs, take time to discuss what can be adjusted, removed, or added.


We hope this will help you as you and your assistant create a weekly routine that works for you.

Looking to find your ideal assistant? Book a Discovery Call today! We’d be happy to discuss the process in a no-pressure, no sales gimmicks conversation.

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