With the right digital tool in place, you should be able to see exactly what’s done, what’s past due, and what deadlines are coming up. Or it may be a third-party tool, such as Teamwork, Trello, or Basecamp. This maybe a tool you already have on your computer, such as Microsoft Outlook, Excel, or OneNote. Find an electronic tool to help you track your progress from start to finish. However, there are some tasks that require approvals from others or input from other areas, so those tasks should have a different owner assigned to them. Assign owners to the tasks.Īs an assistant, a lot of times the main task owner is yourself. When do you need to START working on this item, so it’s completed by the due date? Changing the default view of your task or project management tool to show things by start date will help you with prioritizing your work, too! 4. The most important field is the start date. Most task management tools default to setting a due date but leave the start date empty. Assign start dates and due dates to the specific tasks. This allows you to do things in smaller chunks of time, and better manage interruptions. Look for logical breaks in the process where you can batch certain sets of tasks together.
Newsletter or writing tasks – What is included, who writes it, who edits it, what platform do you use, how is it published (in print, online, or both), what are the deadlines, etc.Ģ.How do you prepare your executives for leaving the office, and keep them prepared for the travel and meetings on their schedule? Travel planning – Traveler profiles, travel research for flights, ground transportation, hotels, meals, meetings, time zones, etc.Event planning – What type of event are you planning, what is the budget, who is responsible for the event, what are the details for the venue, agenda, speakers, catering, registration, audio-visual, etc.Weekly recurring meetings – Who attends, who creates the agenda, how do materials get distributed, who is responsible for the distribution, where is it held, does it include refreshments, what audio-video is required, etc.Write down every step involved in doing something the next time you do it. It also provides a safety net and allows you to ask for help if something unexpected happens.ĥ Steps for Creating Effective Templates and Project Plans 1. You are better able to stay on track, and your system holds you accountable for completing the task correctly. When you have a documented system in place, you set yourself up for success and ensure all the details are taken care of – regardless of how busy your day may be. Here are a few ideas to get you started:Ĭreating a template or project plan is a way to document your systems for yourself, your colleagues, and your executive. Anything you do repeatedly can be turned into a template or project plan, which can save you time and ensure it’s done correctly.Īnything you do on a daily, weekly, monthly, annual, or as-needed basis can be turned into a template that helps you better manage your work load. But there’s no need to start these tasks from scratch each time. These are things you might do on a daily or monthly basis, or even just once a year. If you’re like most assistants, you have plenty of recurring tasks.
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