You’ve likely heard the term “workflow” many times, especially if you’ve ever researched how to best manage your time or boost productivity. While workflows are commonly discussed in project management, they’re not always applied to how Assistants and their Executives work together—but they should be. Building effective workflows with your Executive is a vital part of the Assistant role.
Assistants are frequently tasked with creating plans and procedures, turning their Executives’ ideas into actionable steps, managing repetitive tasks and administrative processes, and simply getting things done.
In essence, Assistants are constantly creating and executing workflows. That’s why it’s critical for Assistants to understand workflows, know how to audit and implement them, and recognize when they can be improved.
According to Trello, a workflow is “the sequence of processes through which a piece of work passes from initiation to completion.” Put simply, it’s the method you create for getting things done.
Your “things” can range from a weekly to-do list to more complex projects, such as planning an event, organizing a detailed travel itinerary, or setting up a new office location.
Many workflows we complete at work are simple. For example, the traditional in-tray and out-tray method: you take work into your in-tray, complete it, and move it to the out-tray—”To Do,” “Doing,” “Done.” While this is a straightforward workflow, the Assistant role is far more complex, with countless tasks, projects, and moving parts to manage.
The 1:1 Meeting Template for Executives and Assistants provides the steps to ensure that when you have a one-to-one meeting with your Executive, you cover all the work you need to and maximise your time together.
Maintaining effective workflows allows Assistants to keep track of all the moving pieces. It also helps:
Assistants typically juggle recurring tasks and procedures alongside ad-hoc assignments and stand-alone projects. While some tasks are shared across industries, many are unique to specific businesses and sectors, making the role both challenging and exciting.
Most Assistants use to-do lists and collaboration tools to manage workflows between themselves and their Executives. However, understanding how to break down workflows, manage them effectively, and apply techniques to improve efficiency is key to success.
Vague tasks can derail workflows, especially when deadlines are looming. A poorly defined task often consists of several smaller steps, and if these are overlooked, the workflow can be thrown off track.
A better approach is to structure tasks clearly. This technique helps overcome procrastination and provides clarity and direction to move projects forward. Poorly written tasks can lead to underestimating what needs to be done, when it must be done, and how it contributes to larger priorities.
A well-written task includes four key components:
For example, if your Executive wants to apply to speak at a conference and the application is due October 3rd, the first task might be: “Draft conference presentation outline.” Breaking multi-step tasks into smaller, actionable items—like “Outline presentation,” “Draft presentation,” and “Review presentation”—ensures nothing is overlooked.
For every task, consider the following:
Including these details upfront minimizes back-and-forth clarifications and ensures the task is clearly understood.
Deadlines help keep tasks on track. Assign deadlines for each part of a workflow to maintain momentum and ensure timely updates to your Executive.
Context is equally important. Understanding the task’s priority, how long it will take, and its impact on larger projects allows Assistants to prioritize effectively and communicate better with their Executives.
For example, knowing your Executive’s energy levels or preferred working hours (e.g., mornings for high-focus tasks) can help you align workflows with their productivity. Similarly, knowing the time required for a task can help your Executive make the most of short breaks between meetings.
Communication is the cornerstone of effective workflows. Clear and consistent communication with your Executive is essential to align expectations and avoid misunderstandings.
Here’s how to improve workflow-related communication:
These strategies minimize unnecessary back-and-forth, prevent miscommunications, and streamline workflows.
Time is one of the most valuable resources. By building and refining effective workflows, Assistants can optimize their time, increase productivity, and deliver greater value to their Executives and organizations.
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