Loads of stressed-out executives out there have a sneaky suspicion a virtual executive assistant could make their lives so much easier. (Spoiler alert: they’re right.) But they don’t hire one because they’re not sure what the process is like or what they’d have an EA do.
At Zembr, we take the mystery out of the decision with a clearly documented process we call the Zembr Experience. Let’s walk through it with an imaginary business owner so you can see just how easy it can be to streamline your life.
Step 0: You Need an EA
We’ll call our imaginary business owner Michael. Michael’s a good bloke – takes care of his family, his customers and his employees. He’s got a small team, but he still wears a lot of hats to make sure nothing falls through the cracks in the business or at home.
Michael tries to be up before the sun most days. He used to start his day with a workout, but lately there’s just time to grab a coffee and head to the office.
After that it’s a bit of a blur.
He never gets to the bottom of his unread emails as he tries to keep up with all his meetings, calls and texts.
His hardworking team would love some training and development, and he’d love to provide it once all the fires are out. Maybe next quarter, he promises. (He’s been saying that for three years.)
While he hasn’t missed any important client interactions yet, there have been a few close calls. He’s afraid it’s just a matter of time before he forgets a gift or misses a meeting.
At home, Michael’s wife complains about the pinging phone at the dinner table. After dinner, instead of relaxing with her on the couch, he retreats to his home office to get a few more tasks done before crashing into bed for a couple hours’ sleep before the whole thing starts again.
Hopefully your situation isn’t quite as dire as Michael’s. But if any part of that day sounds familiar, keep reading – because you need an EA.
Step 1: The First Chat
Michael’s not satisfied in his business or his life. So he reaches out to Zembr to schedule a chat.
Over the course of about 30 minutes, we get to know Michael and his business – where he’s been, where he’s at now and where he’d like be. We key in on his personal and professional goals and the challenges holding him back.
Then Michael learns a little bit about us. We tell him who we are and how we help people like him. He gets answers to all his questions and is introduced to our tried-and-true Zembr Experience.
Michael hesitated to hire an EA because he wasn’t sure what he’d delegate to them. He generally just handles things as they come up. When he thinks about training someone else to take on the load, he doesn’t even know where to start!
So he’s relieved to find out he doesn’t need any of that. His Zembr team will analyse his needs, make a plan for what to delegate (and how!) and guide him through the process of learning to work with an EA. All he has to do is show up ready to work more efficiently.
Step 2: Discovery Phase
Next we really dig into Michael’s business. We learn about his processes and tools – from software to sticky notes.
Along the way, our team leaders figure out how Michael likes to work – what approaches make him feel calm and in control and what stresses him out.
Every business is unique, and they all have their own ways of getting things done. Some of Michael’s habits and processes we’ll recommend chucking in the bin. Others might work better with just a few tweaks.
This phase is all about learning how efficiently Michael works now so we can spot ways to make him even more efficient.
Step 3: Game Plan
Armed with everything they’ve learned, Zembr’s productivity wizards create a custom plan to reach Michael’s goals.
In a 60-minute call, Michael, his team leader and his EA refine the best way to free up his time so he can get out of survival mode and start moving forward.
The game plan includes key performance indicators and a delegation plan to make sure nothing falls through the cracks. Reassured that everyone’s on the same page and the EA knows what’s expected, Michael can let go of delegated tasks and turn his attention to more important things.
The game plan clearly outlines personal and work goals for the next 90 days so Michael’s EA can go beyond supporting him in the day-to-day and help him see real results.
Most importantly, the game plan creates a structure that keeps the business running while giving Michael back his morning workouts and evenings with his wife.
Step 4: Launch
Ready for liftoff Michael’s EA will lead a series of meetings to implement the first parts of the plan.
This is where tools and processes like inbox structure and calendar rules are set up and Michael and his EA start working toward his goals.
Michael doesn’t need to worry about training his EA or telling them what to do. A capable EA already has a wealth of training and will take the driver’s seat at launch, guiding Michael through the process so he feels comfortable and confident.
Step 5: Client Love
So what happens after launch?
Each day, Michael and his EA check in for a Daily Pulse, a call to cover the day’s agenda and any important updates. With time-sucking tasks like email sorting and appointment scheduling handled, Michael’s free to focus on big things like strategy sessions, staff development and client meetings.
Once a week, Michael receives a written report of everything that happened that week. While it’s easy to see the value he’s getting from the new routine, the report includes hard numbers and metrics so he can see where his assistant is spending their time.
But what if things aren’t running as smoothly as everyone hoped? Michael can bring up the friction in his monthly health check call with the EA team leader. He can also reach out to the team leader between calls with any challenges or suggestions.
Circumstances change, and sometimes game plan elements that worked on paper need to be adjusted for real life. The team leader will review both the EA’s service and the strategy every month to keep Michael moving forward.
Six months in, Zembr’s operations division checks in to see if the strategy needs to be further refined. By the second six-month check, Michael’s astonished to realise he does need to make some adjustments – because the goals that seemed out of reach at the start have already been achieved.
Achievement Unlocked: Balance
Your EA can take all those annoying little tasks you hate to do off your plate, freeing you up to pursue the things you care about. But that’s not where the value ends.
They’re also an accountability partner, holding you accountable to the things you said you’d do and gently pushing you to reach your goals.
For example, if one of Michael’s goals is to get back to the gym five days a week, his daily workout can be one of the things his EA asks about in the Daily Pulse. If he wants to develop a new service offering, his EA can help him set milestones and check in on his progress.
All this without any HR bothers – Zembr EAs are fully trained, constantly improving their skills and supported by a global team of productivity experts. So Michael (or you!) can have all the benefits of an expert staffer without dealing with hiring or training one.
No matter what industry you’re in or what challenge has you pulling out your hair, an EA can help. And if you’re worried about having enough work for an EA, let that fear go, too – we offer services from as little as five hours a week on up.
Click that pink button below to get started on your transformation.
