Executive assistant working at a laptop

How to Get More Done in Less Time with an Executive Assistant

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It’s no secret that business owners have their hands full. Between team meetings, client management, keeping up with your calendar and email, financials, marketing and sales, and actually trying to have a life, it can feel like you are never able to get anything done.

There is a solution, though.

I talk with busy business owners almost every day. I hear the stories of frustrated professionals who have a big vision and not enough time in the day to make it all come together. One of my top recommendations for every entrepreneur – regardless of which stage of business you are at – is to hire an Executive Assistant.

The right Executive Assistant can help you get much more done in far less time!

The question I hear most often is, “What does an Executive Assistant actually do?” While each business owner will have different detailed needs, the overall job description remains largely the same.

Your Gatekeeper

How many times a week do you receive unexpected requests for “just a moment” of your time? How often do phone calls come in at the most inconvenient times, pulling you away from something that needs your focus?

These “little” distractions rarely end up being “just a moment.” Rather, they often end up throwing you off track and taking up time you really don’t have – and the result is that essential tasks and client management can suffer.

How often does your email get out of control? Is your schedule under control, or are you frantically trying to keep up with all of your commitments?

Your email and calendar are necessary parts of your business, but that doesn’t mean that you have to be the one to keep up with them. These are tools that should work for you, making you more productive!

However, when you are busy building your business, you honestly don’t have time to keep up with managing every detail – and you don’t have time to serve as your own gatekeeper. You also can’t afford for any of these things to slip.

This is why your Executive Assistant should be one of your key hires!

Your EA is the gatekeeper to your calendar, your schedule, and the tasks that pop up on your “to do” list. When someone needs a “moment” of your time, they schedule it with your EA. When an “urgent” call comes in, your EA handles it – and if it actually does need your immediate attention, they alert you.

Your EA also handles your calendar, making sure that everything is up to date and complete. They also guard your time, making sure that you are not double booked or overbooked! And if your email is getting out of control, your EA will organize and prioritize it for you. This ensures that you quickly get the emails that you need without having to wade through all the spam.

All of this frees you up to focus on higher level management tasks and client care, knowing that the details are taken care of!

Team Communication

Keeping consistent communication in place with your team is important, but again, you don’t need to be the one handling all of it.

Your EA can send out meeting notes, scheduling notifications, and reminders. If a team member is behind on a task or project, your EA can follow up with them and keep you in the loop. If questions need to be answered when you are in a meeting or working with a client, your EA can step in and help.

Your rockstar EA is not only there to guard your time and keep you organized, but to be your right hand. Imagine being able to calmly and productively work through your day, knowing that all the behind-the-scenes details are handled!

Creating Raving Fans

Each department and team member is an indispensable part of your business. Every person brings a unique perspective and skill set to the table, helping your business grow and move forward.

In the midst of the daily hustle and bustle, however, it can become easy for communication between departments to slip, which can cause unnecessary issues.

As your right hand, your EA is privy to information such as client wins to celebrate, client issues that must be handled, and more. They are in a position to quickly and smoothly communicate that information to the right team members so that your clients are well taken care of – without you having to step in.

How could the right Executive Assistant make your life easier? (By the way, if you would like help hiring, onboarding, and working with the right EA, we have developed a resource to help you!)

Kristen David, a former trial lawyer and partner who went from working 85 hours a week and taking home way too little money in her law firm, built it up to a million-dollar-plus business, then sold her shares and pivoted into a business coach guru. She is now an international speaker, bestselling author, and operates a successful business, empowering business owners to build thriving, profitable businesses that are self-managed with systems. She helps busy business owners build those systems by implementing policies and procedures the Fast Track Way.

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