What are the top time management tips for executive assistants?

One smart way to keep yourself organised and effectively manage your time as an Executive Assistant is to schedule your daily tasks and activities in your calendar. This way, you are able to allocate specific time to each task or activity you have on your plate. This also ensures nothing falls through the cracks.

I found these things will help the top management tips for executive assistants.. 1. Prioritize Tasks 2. Use a To-Do List 3.Set Realistic Goals 4. Time Blocking *5. Lear to say NO* 6. Time Management 7.Take Breaks 8. Continuous Learning 9. Effective Communication 10. Adjust

As an executive assistant managing a team of office assistants regionally I cannot emphasize enough the power of delegation. Many times EA role holder finds it difficult to distribute some of their minor tasks which create more time to handle the major tasks and seconds as a source of training for assistants. It is best to have a strategic plan for a particular year which ensures we are working towards the greater goal and creating value for the organization. This role requires flexibility in understanding that our deliverables change from time to time which brings in the aspect of creativity and innovation while at it. Last but not least an underrated quality of an EA is passion, a sure way to succeed in this role is to love what you do.

Executive assistants must be adaptable and trustworthy. Additionally, they should be students of the executives they assist. It is essential to understand their nuances and preferences, as well as their dispositions. Determine how they prefer receiving information. Do they favor concise or extensive background information? Understand how their day should progress and what will assist them in achieving success. Are they being prepared for reports? What about presentations? What about meetings? Make every effort to ensure that they are outfitted for success. You will only flourish in their company!

I find that Ince trust is established, not every issue needs to reach your CEO. As the Executive Assistant, your role is to assess and prioritize these issues, involving the appropriate individuals to address them. A proficient EA serves as the problem solver, intermediary, truth-teller, and the adhesive that binds everything together. The importance of an EA's contribution should never be underestimated.

Learn and deploy email hacks like color coding your inbox and calendar. Here's my favorite... CC yourself on emails with tasks to others, and then put an email rule to save all those emails in a specific folder. Each day, triage the folder by selecting each individual message and hitting the "reply" button looking for the warning "You are not responding to the latest message in this conversation." It's a hack to figure out who needs a follow-up, and who has already responded/completed the task in the email. Happy email hacking!!!

I am a huge fan of both online color-coded reminders and keeping a good ole fashioned "to-do" check list in my EA notebook. Having reminders pop on my computer, especially when I am juggling multiple projects with demanding deadlines is so helpful, but there is something extremely satisfying about reviewing my notebook and checking off a to-do.

Time-blocking transforms my calendar into a clear visual guide for the day's priorities. I allocate blocks for focus work, meetings, meeting placeholders, and planned breaks. Coupled with this, I create to-do lists for each block, ensuring I've got my actionable items and follow ups. This helps me eliminate time spent on aimless activities and tightens task transitions, significantly optimizing my use of time. If you aren't used to time-blocking, I recommend starting with a pomodoro-style schedule. This way, it is easier to stay on task and you can work your way up to having longer blocks without breaks. Lastly, I find working with your executive to time-block their calendar is just as helpful! It makes it way easier to schedule ad-hoc.

I find time blocking extremely helpful and employ this technique at any position I am in. I use my Outlook calendar and create events for each task for a certain portion of time until I have a full day. This way I can see my tasks and move them across days when I inevitably have new urgent matters arise. This way I see what I need to work on, add additional tasks to my workload and can ensure I am chipping away at current work. I also find colour coding with my time blocking extremely helpful as I am a visual person.

To do lists are the most helpful thing for me. At the end of each week I go over tasks I need to complete the following week. I place them on a physical calendar that has space for tasks to complete, notes, reminders, and days of the week. I then map out which task needs to be completed on what date and mark any meetings I may have. I can also add in items as they come in.

I take the last 10 min of my day to note everything that needs to be done the following day. This way I already have things in place, on what and how im going to do a task way before I sit down to do it. From most important and shortest deadline on top and work from there, this way if something comes up during the day, you know all your urgent things have already been attended too. .

I'm not shy about asking for clarification when I'm not sure about things. I keep my boss in the loop all the time. If hes buay, Ill text for time sensitive Items

I reiterate many great suggestions here. Other tips: - Have leaders send receipts as they happen (ping them after a restaurant meeting for example to text it to you) - If major annual meetings happen around the same time every year, block those weeks a year in advance to not have to move meetings later (annual budget review, performance reviews, for example) - Check for expiration dates (Corp. card, computer upgrade, mobile upgrade, your leaders passport) and set reminders for yourself to assess in advance - Looking ahead and setting aside time for them to complete tasks for deadlines - Multiple reminders tagged at the top of calendars (I’ve even reminded them to get a haircut for headshots) - Share time savers with your fellow admins

Communication is the key and a vital part in being an efficient EA. Keeping the boss informed about the various upcoming events / meetings and how you have prepared things and given directions on his behalf makes the boss feel at ease and less stressed. Observing and listening to the boss’s non verbal & verbal communication , understanding the preferences, immediate targets, goals and interest areas helps to make informed decisions while prioritising the work.

Understanding team dynamics is crucial for effective delegation. Cross-functional, often agile, teams thrive on open communication and clear task distribution. Without these, they falter. In contrast, functional or "siloed" teams in larger organizations may resist tasks not assigned by direct supervisors. Anticipating these tasks and notifying both the individual and relevant supervisors can streamline the process.

I agree on MINIMIZING disruptions but in assistant work you are there to assist and help others so in my opinion you should be available for others. You can of course let others know that you will help them once you are free from your previous engagements but I would not be completely out of reach.

I have been in the business world most of my life; well over 50 years. With every new direct report (boss) I have, I establish a "First 5, Last 5" where we brief one another on the current day (First 5). At the end of the day (Last 5), we brief one another on the upcoming day, and they request any reports or background information they may need for the next day's meetings. Almost every direct report I have worked for has retained that habit when I no longer work for them as it provides them with a somewhat "structure" for their day.

Minimize Interruptions: Create a focused work environment by minimizing interruptions. Use techniques like "Do Not Disturb" settings, headphones, or closed-door policies when needed.

Utilize your calendar. Block out focus time so that when you need to be unavailable it's evident. If you get fidgety, take small breaks after completing a milestone (however big or small) in your current project. Close your door, turn on Do Not Disturb, mute notifications. If someone comes to you with something, ask them to block some time on your calendar to discuss so that you can focus on them without ruining your current groove.

Absolutely concur, being kind in all aspects of your life or others as we practice anti ostrich effects. Life is every action has a reaction, it’s about insisting on minimum liking where you spend an extensive amount of time doing to secure what happiness looks like!

When a new task is assigned to me, it can be overwhelming to be thinking of all the steps and processes within the confines of the office. Decompressing away from my work station almost always offers a new perspective in tackling the task at hand. A walk around the block not only offers a sight for sore eyes, but it can also give a much needed boost to my already ailing work out.

Take Breaks and Practice Self-Care: Avoid burnout by taking regular breaks and practicing self-care. A well-rested and energized assistant is more productive in the long run.

Taking breaks during the day really helps. These can be quick 15-minute ones or longer, up to an hour, depending on how hard you've been working. Also, it's good to do something different on your break than what you were doing before. If you were sitting at your computer, get up and go outside. If you were up and moving around for work, sit down and chill for a bit. This switch helps clear your head and gets you ready to go back to work.

Remember that the faster you try to get something done, the worse it will be. Just go slow and make sure you get it done right the first time.

Easier said than done, but "just do it." Mindful breaks are essential for sustained productivity. Just as strategic planning involves phases, your work rhythm should also have moments of intense focus interspersed with periods of recovery, enabling you to maintain peak performance without burnout.

Every week starts with Sunday evening reviewing the week ahead for my CEO and myself. Knowing his/her top priorities for the week before walking into the door Monday morning. Mid-week is looking further out for long term planning/prepping. End the week with a look back to see what got done, what needs to carry into the next week, where could improvements in support be made and where can I pat myself on the back.

We are always so busy and caugth up in our daily routine but, do not forget that seeking professional development is crucial for improving skills, advancing in your career, and fostering personal growth. Seek for mentorship and feedback, attend conferences and networking events or volunteer for challenging projects. Consider this as an investment that not only benefits your EA role but also prepares you for future opportunities and challenges.

Achieving work-life balance is crucial for both productivity and personal well-being. Constant work without breaks leads to burnout and reduced quality in what we do. It's vital to disconnect, allowing ourselves the space to recharge and return refreshed. This intentional rest not only heightens our efficiency but also sparks creativity and satisfaction in our professional and personal spheres. Clear boundaries are necessary, not indulgent. They build resilience, encourage growth, and enhance performance. Remember, perpetual availability doesn't define your worth—bringing a revitalized self to your work does.

I block out (no meetings without approval) Friday afternoon's on my Exec's calendar. This allows them to focus on closing out their week and finishing tasks before the new week starts. Any new work that comes in is acknowledged but responded with "Thank you for your email. I will reply next week so that I can focus on closing the current week and tasks out." This has immensely helped them. Especially on weeks were they are in heavy meetings all day. It is a nice decompression time so tasks are done and you can enjoy the weekend.

All of the above have their place, and are great ways to help manage time. Additionally, I'd add as one is blocking out their time in a day, or setting TODO lists, to leave a 5 to 10 minute block at the close of EVERY day. Allocate that last little bit of time towards a Scan and Reset. The Scan portion is dedicated to looking forward a day or two to visually remind yourself of your or your leader's upcoming schedule (Don't linger though! only a minute or two here). Then the Reset portion is dedicated to the physical cleaning and reorganization of your space. It's a great habit to get into, kind of like making your bed in the morning. Resetting assures when you come back to a workspace, it's already ready to start when you are!