{"id":53541,"date":"2022-05-16T01:24:51","date_gmt":"2022-05-16T06:24:51","guid":{"rendered":"https:\/\/fullfocus.co\/?p=53541"},"modified":"2022-10-10T09:24:27","modified_gmt":"2022-10-10T14:24:27","slug":"3-essential-tasks-an-ea-can-do-for-you","status":"publish","type":"post","link":"https:\/\/fullfocus.co\/3-essential-tasks-an-ea-can-do-for-you\/","title":{"rendered":"3 Essential Tasks an EA Can Do for You"},"content":{"rendered":"

I was recently speaking to a group of business owners. \u201cHey,\u201d I said, \u201cI\u2019m just curious. By a show of hands, how many of you have an executive assistant?\u201d Only half raised their hand.<\/p>\n

When I asked those without why they hadn\u2019t hired an EA, I got several reasons. I heard myself in a few of them.<\/p>\n

Back when I was in the corporate world, serving as the CEO of Thomas Nelson Publishers, I had two full-time executive assistants. One managed my calendar and booked my travel. The other managed my inbox, took meeting notes, and performed other tasks I needed to execute my role.<\/p>\n

If I\u2019m honest, it felt like a lot. Overkill. So when I stepped away to start the company that\u2019s now Full Focus, I thought I\u2019d go it alone.<\/p>\n

A Costly Realization<\/strong><\/h4>\n

I developed an attitude that executive assistants were for people who couldn\u2019t manage on their own. I decided I would do it all by myself. I was finished with the bureaucracy of a big company and didn\u2019t want to replicate it in my new business.<\/p>\n

Well, that attitude lasted about three months. I found myself totally engulfed in all sorts of administrative tasks for which I had zero passion and even less proficiency.<\/p>\n

I\u2019d always prided myself on inbox zero<\/a>, but I was falling behind. I was booking travel and making a total mess of it. Worse, I was spending time on activities that didn\u2019t directly generate revenue or enable my business to grow.<\/p>\n

I had<\/em> an EA\u2014it was me! Not only was I poor at the work, it was costing me tons.<\/p>\n

After realizing I was limiting my own growth, I ended up contacting Belay<\/a> and hiring a virtual EA for ten hours a week. It made an enormous difference almost immediately. And here\u2019s the thing: I find this is true for any executive or entrepreneur who hires an EA for themselves, even if they don\u2019t fully maximize the role.<\/p>\n

That\u2019s what I told those 50 percent of business owners I was speaking with. In fact, in my case I found the ROI so great, it wasn\u2019t long before I\u2019d scaled up to a full-time EA\u2014and I choose that verb intentionally.<\/p>\n

You cannot scale your business unless you can scale yourself. That\u2019s the foundation for everything else. You\u2019ll quickly run out of hours, energy, focus, attention, and creativity unless you figure out how to scale yourself.<\/p>\n

An executive assistant is the first step toward that. In fact, there\u2019s probably no hire more essential for a successful business owner or executive than a great executive assistant.<\/p>\n

Let\u2019s explore how by looking at three essential tasks a world-class EA can do for you.<\/p>\n

Task 1: Clearing Time for High-Leverage Work<\/strong><\/h4>\n

Time is a zero-sum game; a yes<\/em> to my inbox is a no<\/em> to a higher-leverage project. Practically speaking, when I was busy managing my calendar and my inbox, I wasn\u2019t busy achieving my business goals.<\/p>\n

Yes, it\u2019s possible to view administrative work as a means to an end\u2014serving my goals. But I had zero passion and no proficiency. So I was diverting scarce resources from work that could more directly contribute to my goals. In that sense, my time cost far more than an EA\u2019s salary, and using it on administrative work reduced the bandwidth I could spend doing what only I could do to move my business forward.<\/p>\n

I tell business owners to think of an executive assistant as their partner in goal pursuit. You can inform them you want to primarily focus on, say, three particular goals for the coming quarter. They can then guard your calendar and clear time to ensure you have enough space to work on those goals.<\/p>\n

I asked my executive assistant, Jim Kelly, about this. \u201cI free you up to do only what you can do,\u201d he said. \u201cFor the business, that means creating content, presenting content, and then leading alongside Megan [Hyatt Miller, Full Focus\u2019s CEO].\u201d If it\u2019s outside those primary areas, Jim actively protects my bandwidth by passing on opportunities and keeping my schedule free.<\/p>\n

He\u2019s developed what he calls No Templates. \u201cIf a request comes in and someone says, \u2018Hey, can we have Michael at this event?\u2019 or, \u2018Can I take Michael to lunch to pick his brain?\u2019 I have four or five different templates. . . . I say it all in respectful ways, but I hold your boundaries very tightly.\u201d<\/p>\n

Jim also ensures my schedule aligns with my Ideal WeekTM<\/sup><\/a>. That allows me to be hyper productive and manage my energy on a daily and weekly basis.<\/p>\n

It\u2019s easy to discount this kind of work. The busier we are, the easier it is to jump into Monday and just hope for the best. But more often than not, Friday rolls around faster than we realize, and we haven\u2019t made enough progress on our goals for a very simple reason: we didn\u2019t preserve time for it. An EA can ensure that time gets set aside on the front end.<\/p>\n

Task 2: Handling Coordination and Communication<\/strong><\/h4>\n

One challenge of leadership is being in too many places, and fielding too many messages, at once. Coordination and communication are real and distinct challenges.<\/p>\n

When I tried this for myself, yes, I could do it. But the result wasn\u2019t stellar. And I always had dropped balls or missed steps that I had to circle back to address.<\/p>\n

Managing coordination and communication at the executive level is like being a pilot with too many planes in the airspace around you. But a great EA is like an air-traffic controller for your life, handling the logistical decisions and communication that eats up bandwidth and brain cycles.<\/p>\n

And they do it really well. Instead of coming behind, cleaning up messes, they\u2019re going in front of you, making the way clear so that you can stay focused on your highest-leverage work.<\/p>\n

In the case of my EA, Jim looks ahead seven to ten days in advance. \u201cI\u2019m just making sure that you have everything you need for your appointments, whether that be driving time, agendas for meetings, everything that you need,\u201d he said. \u201cI want you to just look at your calendar, know exactly where you need to be at what time, and then everything else, all the details, are in the rest of the calendar. And you don\u2019t have to worry about anything.\u201d<\/p>\n

According to research by software giant Adobe<\/a>, the average white-collar worker spends just over three hours a day managing their work email and another two and a half hours tending their personal inbox.<\/p>\n

Depending on what\u2019s happening in your business, you might spend 30 to 40 percent of your time here. Or, with an EA, you could invest that time driving results in your business by making progress toward your goals doing the kind of high-leverage work only you can do.<\/p>\n

Thanks to my executive assistant, my inbox is managed. I don\u2019t double-book appointments. And most of the conflicts I might have to manage I never know about, because Jim has anticipated and resolved them before it becomes an issue.<\/p>\n

Task 3: Managing Meetings and Necessary Follow-Up<\/strong><\/h4>\n

All the entrepreneurs and executives I know spend a lot of time in meetings. Whether on Zoom or in person, gathering with key team members and external partners are how work gets done. It\u2019s essential time.<\/p>\n

One extensive study of CEO schedules<\/a>, published in Harvard Business Review<\/em>, revealed they spent three quarters of their week in meetings\u2014as many as 37 individual meetings of varying duration.<\/p>\n

I used to be critical of meetings, if I\u2019m honest. What I eventually realized, however, is that I don\u2019t dislike meetings. I dislike ineffective<\/em> meetings. Good meetings produce great work. Bad meetings waste everyone\u2019s time and compromise our team\u2019s ability to achieve goals. I wrote No-Fail Meetings<\/em><\/a> precisely to help our clients prevent that from happening.<\/p>\n

One surefire way to improve the quality of meetings you attend is to change your responsibilities in them\u2014and that\u2019s where an EA can prove essential.<\/p>\n

We\u2019ve already addressed scheduling. Unless your executive assistant is unavailable, you should really never schedule your own meetings; that\u2019s a coordination function that can pull you away from higher-leverage tasks. Beyond that, let\u2019s address three other responsibilities:<\/p>\n

    \n
  1. Note taking<\/strong>. When you\u2019re in meetings, take what minimal notes you need to stay engaged and capture key thoughts. Never keep minutes or detailed notes. If those are necessary, save that work for your EA. Taking detailed notes means you\u2019ll end up losing key parts of the conversation. If you\u2019re in a meeting, your job is the conversation\u2014not notes.<\/li>\n
  2. Facilitation<\/strong>. Just because you called and are leading the meeting doesn\u2019t mean you have to facilitate it. If you\u2019re policing the agenda, trying to track the time, and all the rest, you\u2019ll fracture your attention and focus on parts of the meeting that someone else can handle more efficiently than you. Same as note taking: if you\u2019re in a meeting, your job is the conversation\u2014not watching the clock.<\/li>\n
  3. Follow-up<\/strong>. Meetings are pointless if nothing happens afterward. That necessitates assignments and follow-up. Since my executive assistant has been keeping notes, they also keep track of action items and commitments as we cover those at the end of the meeting. Beyond that, they can check in with the parties at a later date to ensure that action is taken.<\/li>\n<\/ol>\n

    When a leader drops the ball or doesn\u2019t follow through on a commitment it can really compromise our integrity and our team\u2019s confidence in us. Just as bad, inaction doesn\u2019t move the business forward.<\/p>\n

    I always have Jim track my action items in meetings. It not only makes me look great because I\u2019m always following through, but it also sets the pace for the entire organization: we make commitments, we keep commitments.<\/p>\n

    Meetings are usually unavoidable and can be hugely helpful if they\u2019re effective. Time and again I\u2019ve found that just introducing an EA into the mix can automatically up your meetings game.<\/p>\n

    An executive assistant isn\u2019t just someone who does the stuff we don\u2019t want to do. Hiring a great executive assistant is like manufacturing time. In all three of these tasks\u2014clearing time for high-leverage work, handling coordination and communication, and managing meetings\u2014the right EA can be the difference maker on your team. They\u2019re a collaborative partner in achieving results.<\/p>\n

    What I\u2019ve shared above is the tip of the iceberg. One thing we pride ourselves on at Full Focus is training executive assistants and helping our clients maximize that role in their business.<\/p>\n

    To that end, we\u2019ve just released a new course for both leaders and EAs. It\u2019s called Full Focus Executive Assistants. You can find out more by clicking below.<\/p>\n

    \"\"<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"

    There\u2019s probably no hire more essential than a great executive assistant. Why? Here are 3 key tasks a world-class EA can do for you.<\/p>\n","protected":false},"author":8,"featured_media":53553,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[29],"tags":[1196,45,86,286,30],"acf":[],"yoast_head":"\n3 Essential Tasks an EA Can Do for You | Full Focus<\/title>\n<meta name=\"description\" content=\"There\u2019s probably no hire more essential than a great executive assistant. Why? 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