Welcome back to AI for EAs! Thanks again for checking in. We’re all new to this stuff and I hope you find it helpful. If you think there are topics that you want to cover please let me know - this is an open forum.?
The role of an Executive Assistants has evolved as have the technologies around us. In my view, in order to keep up, we will need to become adept in leveraging AI-powered tools. AI tools can significantly enhance our productivity, enabling EAs to handle complex tasks with ease and focus on strategic initiatives that will add real value to our organisations. But where to start? A question I asked myself. With a plethora of AI tools available in the market, choosing the right ones can be overwhelming. Trust me I’ve felt this!
Since starting this series I’ve done a bunch of reading alongside testing lots of different tools. in my next posts I’ll go on to give you all my recommendations for top tools for calendar management and scheduling meetings, processing expenses, taking meeting notes, project management and much more, but for now, I thought it would be helpful to share what I’ve learned along the way so you can work out what’s best for you. In this article, we will explore a step-by-step guide on how to research AI tools for Executive Assistants.??
Identify Pain Points and Prioritise Objectives
- Assess Current Workflow: Analyse existing workflow and identify pain points, inefficiencies, and areas that require improvement. Common challenges may include email overload, scheduling conflicts, or organising task management.
- Set Clear Objectives: Define specific objectives for implementing AI tools, such as automating repetitive tasks, improving communication, or enhancing project management. Prioritise features that align with these objectives.
Understand Types of AI Tools
- Virtual Assistants: AI-powered virtual assistants, such as Google Assistant and Siri, can handle routine inquiries, schedule appointments, and manage to-do lists.
- Email Automation: Tools like Boomerang or ActiveInbox can automate email scheduling, categorisation, and follow-up reminders.
- Calendar Management: AI-powered tools like Vimcal Maestro and Clara optimise scheduling by suggesting the best meeting times, taking into account participants' availability and automate the process of circulating calendar invites.
- Task and Project Management: AI-integrated project management tools, such as Asana or Monday.com, streamline task assignments, deadlines, and collaboration.
- Read Reviews and Testimonials: Look for online reviews and testimonials from other EAs who have used the AI tools. Pay attention to their experiences, benefits gained, and any potential drawbacks. Investigate case studies or success stories of companies that have implemented AI tools to see how they have improved efficiency and productivity. A quick search in Google for “AI for Executive Assistants” generates a wealth of information and resources.
- Consult Peers and Networks: Engage with fellow EAs or professional networks (there are LOADS of groups on LinkedIn) to gain insights into AI tools they have used and recommendations such as mine! Check out my various articles - more to come.
- Attend Webinars and Seminars: Participate in training webinars, seminars and training courses to understand AI capabilities and functionalities. Carve for instance offers a 6-week AI course.?
- Ease of Integration: Ensure that the AI tool can seamlessly integrate with existing systems and software used by the EA and their team.
- User-Friendly Interface: Choose tools with intuitive interfaces to facilitate easy adoption and minimise the learning curve.
- Security and Privacy: Prioritise tools that have robust security measures to protect sensitive information and maintain data privacy.
- Customer Support: Opt for AI tool providers that offer reliable customer support to address any issues or concerns.
- Take Advantage of Trials: Many AI tool providers offer trial periods or free versions. Use this opportunity to test the tool's functionalities and suitability for the EA's needs.
- Request Demos: Request demonstrations from AI tool vendors to see how the tool functions in real-time scenarios and how it can be integrated into the EA's workflow.
- Create a Shortlist: Narrow down the choices to a shortlist of AI tools that best align with the EA's objectives, user-friendliness, and compatibility.
- Compare Features: Conduct a side-by-side comparison of the shortlisted AI tools based on features, functionalities, pricing, and customer support.
- Consult with Colleagues: Seek input from colleagues, especially those who will be directly affected by the adoption of the AI tools.
- Consider Long-Term Viability: Look for AI tool providers with a proven track record and a clear roadmap for future updates and improvements.
- Budget Considerations: Assess the costs of implementing the AI tools and weigh them against the expected benefits and time savings.
- Plan the Implementation: Develop a clear implementation plan and a timeline for full integration.
- Monitor Performance: Regularly evaluate the AI tools' performance and gather feedback to share with account managers.?
Researching AI tools is incredibly important. There’s no one size fits all so identifying pain points, setting clear objectives, and understanding the types of AI tools available lays the groundwork for a successful research process. By comparing key factors and conducting testing, EAs can confidently select the AI tools that best suit their specific needs and contribute to an empowered, productive, and streamlined workflow. With well-chosen AI tools at our disposal we can focus on strategic initiatives, elevate support to our executives, and power success for their organisations in the fast-paced increasingly technology-driven world of business.
Thanks as ever for taking the time to read this article. In my next post I’ll share the findings of my own research and give my top recommendations for AI tools, why I selected them and a step-by-step guide on how to use them.
