Business owners know there’s a big difference between “busy” and “productive.” But for all the talk, busy work seems to be winning. A study last fall found people spend more than half their day doing “work about work” instead of work that actually means something.
(That probably wasn’t part of your mental picture when you imagined running a business, huh?)
Executive assistants are successful leaders’ secret weapon for maximizing productivity. With a trusted assistant looking after the details, those leaders can focus on meaningful work like improving results and planning for the future.
Your business can’t grow and thrive if you spend most of your time just keeping its head above water. To be the efficient, productive, giant-slaying leader you were born to be, you need backup.
HOW EXECUTIVE ASSISTANTS IMPROVE PRODUCTIVITY
HIGH-LEVEL INBOX MANAGEMENT
Inbox Zero, here we come. When we say, “inbox management,” we don’t mean shuffling emails around. We’re talking about spending less time in your inbox - without messages falling through the cracks.
An executive assistant checks your email, deletes junk, files information you can read later, and handles administrative tasks that don’t need your personal attention. By the time you open your inbox, all that’s left are the truly important messages only you can manage, neatly prioritised in order of urgency.
CALENDAR MANAGEMENT
There are a zillion methods and tools to manage your time. Yet somehow, bosses wind up working on more than half their vacation days and more than three-quarters of their weekends. Isn’t the whole point of calendar management to prevent work from taking over your life?
Executive assistants take your jumbled mess of useless meetings and trivial to-dos and snap it into shape. They group tasks like meetings and project work into blocks that keep you from constantly shifting gears. They fiercely protect your time and give you the support you need to stick to your schedule and Get. Things. Done.
TASK MANAGEMENT
A recent McKinsey survey found most executives spend too much time on pointless activities that leave them feeling drained and overwhelmed. If your management style includes a sea of Post-It notes and other reminders, consider an executive assistant your lifeline.
Your EA takes care of small but vital routine tasks – like client gifts, employee recognition and business license renewal – so you don’t even have to think about them. They can even help you manage tasks in your personal life, like sending flowers for your parents’ anniversary or making dinner reservations for you and your spouse.
A good assistant is the secret of executives who always seem to have it all together.
HOW EXECUTIVE ASSISTANTS HELP YOUR BUSINESS ACHIEVE GOALS
It’s easy to see how an executive assistant can make your day-to-day life easier. But wait, there’s more – a good EA plays a vital role in helping your business reach its Big Goals. In fact, they can be the secret ingredient that turns plans into big successes rather than big failures.
SYSTEM AND PROCESS DEVELOPMENT
Most business processes develop organically. Which is fine, except the people who created the process probably have blind spots to its weaknesses.
Sure, you could simply instruct your executive assistant in the way you do things and expect them to maintain the status quo. But the status quo is not what you’re going for. Efficient, productive giant slayer, remember? You want to take your business to the next level!
Besides, even if your processes are perfect, aren’t you tired of training from Square One every time there’s a new hire? Wouldn’t it be easier if they were documented in a clear, easy-to-follow SOP everyone could reference?
An experienced executive assistant brings an outside point of view and inside information on what they’ve seen work (and not work) in other companies. They can help you spot gaps in your systems, brainstorm and research possible solutions, then document and implement new processes across teams.
FULL TEAM ACCOUNTABILITY
Did you know people on a weight-loss plan are 54 percent more likely to stick with it if they have an accountability partner? Accountability is crucial to making steady progress toward a goal.
“Accountability partner” isn’t code for “nag.” Your partner knows your goals and the milestones you need to hit to reach them. They check in on a regular cadence, motivating you to complete the small daily tasks that add up to progress and helping you over any roadblocks you encounter on the way.
PROJECT MAINTENANCE
Long-term projects often get shoved to the backs of our minds and the bottoms of our to-do lists in favor of shinier, noisier day-to-day chaos. An executive assistant can be the person you need to maintain and nurture these projects while you’re busy putting out the fire du jour.
Your EA can keep you on track with incremental milestones (hello again, accountability!), research options to help you make good choices, and manage system updates to keep things running smoothly behind the scenes.
ENGAGE YOUR SECRET WEAPON
If you own a business, it will never feel like you have “enough” time. There will always be something more on the horizon. But you should have enough time to move toward that horizon. Business shouldn’t feel like a treadmill, running and running and staying in one place.
If you’ve been doing things yourself for a long time, the idea of ceding a little control can be scary. Start small. Bring on an assistant for just a few hours a week for a single task like calendar management. As your confidence grows and you start seeing some benefits from your newfound productivity, you can gradually delegate more activities.
If you’re ready to take control and focus your energy – or if you’ve got some questions you just need answered – book a free consult.
