As an Assistant, one of your primary responsibilities is to help your Executive manage their time strategically. This is a crucial part of the role and can be quite time-consuming. However, when done effectively, it adds incredible value. You can ensure that your Executive stays on task, attends the right meetings, and focuses on the most important activities. This not only boosts their productivity at work but also gives them time to plan, spend with their family, and pursue passions outside of work.
In this article, we’ll explore strategies to help you strategically manage your Executive’s time effectively.
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If you only pick up five time-saving tips from our Outlook Hacks and Keyboard Shortcuts for Executive Assistants, we reckon you may be able to save hours across your working year. Think of all the wonderful things you could do with that extra time!
The Ideal Workweek
The ideal workweek is an excellent planning tool you can use with your Executive to create a baseline for managing their time. While there’s rarely an “ideal” week due to the fast pace of work and constant urgent matters, having an ideal workweek plan brings order to your Executive’s day—and yours.
An ideal workweek helps your Executive and their team understand priorities and how their projects fit into the broader schedule. This reduces the need for constant firefighting and managing a stressed, burnt-out Executive.
How to Create an Ideal Workweek:
- Understand everything your Executive does, including priorities, tasks, objectives, and primary responsibilities.
- Batch similar activities together—known as mega batching.
- Grouping similar tasks into specific time slots helps your Executive focus on one thing at a time, increasing productivity.
Front Stage, Backstage, and Offstage Tasks
In Free to Focus, Michael Hyatt recommends dividing your Executive’s time into three categories:
Front Stage Tasks:
- These are the core functions of your Executive’s role that deliver results.
- They represent what your Executive is paid to do and should take up most of their time.
Backstage Tasks:
- Activities that support front-stage tasks, such as delegation, preparation, and collaboration.
- These tasks are important but not urgent and often overlooked, though they are essential for your Executive’s success.
Offstage Tasks:
- Time spent away from work with friends, family, and hobbies.
- This personal time is crucial and should be protected.
Theming Your Executive’s Week
Theming divides the week into specific focuses for each day. This method helps establish a rhythm and ensures time is allocated for key priorities.
Example Themed Week:
- Monday: People day – Team meetings, problem-solving, and open-door collaboration (front-stage activities).
- Tuesday: Preparation day – Reports, brainstorming, and planning (backstage activities).
- Wednesday: Client/stakeholder day – Presentations and key meetings (front-stage tasks).
- Thursday: Product day – Marketing, communications, and product collaboration (front-stage tasks).
- Friday: Deep thinking day – Growth and company culture (backstage tasks).
Theming helps focus your Executive’s attention on similar activities, boosting productivity.
Productivity Zones
Michael Hyatt also suggests dividing tasks into four zones:
Drudgery Zone:
- Tasks your Executive dislikes and considers a chore.
- Delegate, automate, or eliminate these tasks.
Disinterested Zone:
- Tasks your Executive is good at but lacks interest in.
- Delegate these to other team members.
Distraction Zone:
- Tasks your Executive enjoys but don’t align with goals.
- Delegate to others who can handle them efficiently.
Desire Zone:
- Tasks where your Executive’s passion and skills intersect.
- This is where they should focus most of their time.
Elevate Your Impact
Strategically managing your Executive’s time is one of the most impactful parts of your role. By creating an ideal workweek, dividing tasks into categories, theming their schedule, and prioritizing the desire zone, you help them focus on what truly matters.
To deepen your skills and become an expert in managing your Executive’s calendar, consider enrolling in the Effective Calendar Management Online Course through The EA Campus. This course equips you with the techniques needed to ensure your Executive spends their time on the activities that matter most. Start today and transform how you manage time for success!