So you’re (considering) an Executive Assistant…
An Executive Assistant can bring exponential growth to your company. They do more than handle tasks – they embrace your vision, anticipate your needs, and manage your schedule so you can focus on what matters most.
Yet, many entrepreneurs miss out on the full benefits of an assistant because they struggle to leverage them effectively.
So, how do you effectively leverage your Executive Assistant?
We’ve put together a two-part list of our best tips for leveraging your assistant. These first 4 strategies are perfect for when you’re starting out:
1. Identify why you’re hiring an assistant
In our guide to finding your ideal assistant, we suggest you start your search by following this step-by-step approach:
- Identify why you are hiring an assistant. What are your big-picture goals? Projects you want completed?
- Identify what tasks and duties your assistant will need to fulfill in order to reach your goals.
- Consider what skillsets and knowledge your assistant needs for completing those tasks
- Request information on the assistant’s training and skills. Are you confident they can do the job?
When you establish your initial goals upfront, you provide your assistant with a clear vision of what needs to be done, so they can hit the ground running.
2. Create a list of delegable tasks
Begin by creating a list of all the tasks that you do.
Then process the tasks…
- Before you spend time delegating a task, consider eliminating it altogether. Think a task is unnecessary? Try temporarily eliminating it and monitor the impact.
As the leader of your business, your time is valuable. There are many tasks you CAN do, but most of them, you shouldn’t. Focus on what you do best and what creates the most value.
- Identify the tasks you don’t enjoy. There is a reason you don’t enjoy these tasks; someone else is likely better suited for these jobs.
- Identify the tasks that are outside of your skillset. Someone else may be more efficient or skilled at completing the task.
- Identify the tasks that aren’t worth your time. You may enjoy a task and be great at it, but consider the opportunity costs of doing these tasks. Are there better ways to spend your time?
Once you have this list, your assistant can either personally handle these tasks or orchestrate the delegation of these tasks to others.
If possible, let your assistant help you with creating this list. A second pair of eyes will help you see when you are holding on to tasks you shouldn’t be.
3. Equip your assistant for success
Ensure your assistant has everything they need to get things done for you.
- Collect, or provide access to, your contact database.
- Grant access to ALL your calendars. This visibility allows them to schedule appointments as expected and without
- Provide upfront access to any tools like password managers, CRMs, email accounts, or team communication software.
3. Design your Ideal Week upfront
Right away, work with your EA to design your ideal workweek – a schedule built to optimize your time, prioritize your goals, and accommodate your strengths and weaknesses.
This schedule creates a structure for all that you and your EA need to do. A well-designed weekly structure helps you identify and create time for your to-dos so nothing falls through the cracks.
Check out this guide to designing your ideal week for the step-by-step process.
4. Prioritize your to-dos
While only a theoretical concept, the 80-20 rule reminds us to prioritize the few tasks that produce the most results. As you begin your journey with your assistant, take time to evaluate your assistant’s to-do list and prioritize the highest-value tasks.
Like you, your assistant’s time is valuable and limited. Make sure you effectively leverage your Executive Assistant by using their time wisely.
When you hire an assistant, your objective is to free up YOUR time, NOT fill up theirs.
You may feel the need to create busywork to keep your assistant’s schedule full, but time spent creating new to-dos defeats the purpose of hiring an assistant.
If your assistant is running low on things to do, great! It’s time to expand your vision, time to start pursuing those goals that were previously unattainable.
We hope a few of these tips will help you effectively leverage your Executive Assistant! We’d love to hear from you! Comment below any helpful tips you’ve learned!
Check out part 2 of making the most of your Executive Assistant!
Interested in learning about our Superpowers Executive Assistants? Schedule a discovery call today!