In my mind, the single most important aspect of our role is to save our Executive’s time. Saving our Executive time means they can spend that time on making the organisation more successful. There are loads of different ways we can save our Executive’s time, but I think it all starts with the fundamental task of diary management.
Most assistants manage their Executive’s schedule and most Executive’s live by what is in that schedule. So, if we can take control of our Executive’s diary we can really add value. Here is the Practically Perfect PA guide to managing your boss’s schedule like a total mega star!
Create a routine for your Executive
Who doesn’t love routine. Children absolutely thrive on it and Executive’s are not that dissimilar (*ahem*). It is really important that your Executive starts each day knowing what they have to achieve. If they have a familiar routine each day it means that they can start achieving stuff pretty quickly. I really like the do / build method outlined in this article. Basically, the do / build method means that you block time for ‘doing’ tasks, such as answering emails, attending meetings or writing reports, and you block time for ‘building’ tasks such as training, brainstorming, networking or strategic thinking. Every day your boss should have time for doing and time for building. Ideally, it should be the same time every day.
All well and good you might say, but what happens when you need to schedule an important meeting outside of your Executive’s ‘doing’ hours? Obviously, with any routine you have to be a little flexible. If there is a board meeting that has to be at a certain time you will have to adapt your Executive’s schedule but this should be the exception. You are the gatekeeper of their diary and your job is to aid their productivity so try to stick to the routine as much as you can. There is so much research that suggests routine is the key to good time management. Creating a routine will certainly keep your Executive focused and productive.
Blocking time for specific tasks
Within your Executive’s day to day schedule you should block time for specific tasks. This should be reviewed on a fairly regular basis. For example, they should have time in the morning to review their schedule, this could be on the train into work or it could be over coffee in their office with a do not disturb sign up. This time should be blocked in their diary. They should have time each day to review emails, prepare for meetings, catch up on reading and importantly some time for them to have breathing space (for lunch or just to think things through). These blocks will be at the same time every day so that they do become routine.
Keep meetings to a specific time
Meetings are a necessary part of your Executive’s day, but they should be completely necessary. Before accepting any meeting it is important to understand what the meeting is about. Would a call or email exchange be more time effective? If the meeting should go ahead schedule it in the ‘doing’ block and then specifically in the meeting block. External meetings should be blocked together (one morning per week perhaps) with time added for travelling.
There are recurring meetings your Executive will have throughout the week. Make sure they are at the same time each week and try really hard not to move them. Most meetings should last no longer than 30 minutes. Your Executive’s time is precious, so do try to bear this in mind when people are asking for longer meetings (you know who I mean!) You could introduce stand-up meetings with your Executive’s staff (this will keep things moving along swiftly!)
The Doctor’s waiting room
I don’t know about you, but when I phone up to get a Doctor’s appointment, I am given a time slot and that is that. I can come in and wait during the open hours surgery, but otherwise, I have to take the appointment I am given. Okay, the reception staff at my local GP don’t have the best customer service skills, but I take the appointment I am given without much complaint! Now, I wouldn’t suggest you have an open hours surgery for your Executive but you could block some time for your Executive to have an open door policy that allows people to come in with ideas and a catch up chat. Otherwise, tell your colleagues and clients when your Executive has an appointment available (obviously, give a few options) and stick with that time slot. Your Executive only has so many hours in the day and you should only make appointments that fit in with their routine… Unless it is an emergency!
The saying goes that unless you own your emails they will own you. It is really important you do everything you can to reduce the amount of emails your Executive receives in the first place. Once you have control of the inbox, you can schedule time for your Executive to action and reply to the messages.
Work in progress
Your Executive’s schedule is a work in progress and must be accessed on a regular basis. Can you adapt the schedule for certain activities or planned events? Does your Executive need more time for extracurricular activities? Is it working and what isn’t? What can you do to help them save even more time?
You are your Executive’s time manager so make sure you have regular meetings (which you can schedule in their diary) to review how it is going. Getting to a point where you have your Executive in a productive routine takes time but it is worth it. Your Executive will be much better at their job, and you will be a total rock star.
We are thinking about running a one day training event for Personal Assistants on time management and making your Executive more productive. The event will be in London in Summer 2017. Please fill in your details if you are interested in attending.