What are some effective time management strategies for EAs with multiple priorities?

Boundaries!!!!! I cannot emphasize this enough. You are an Executive Assistant doesn't mean you cannot have boundaries. It is even wrong because of the nature of our work. Yes, we love what we did and know that most times we need to be available more often than not, but it is very important to have sustainable boundaries. You cannot pour from an empty pot, remember this.

In my experience clear precise boundaries both personal and professional are my superpower. I also remain flexible and open to change as needed.

For EAs dealing with multiple priorities, effective time management strategies include clear prioritization, task lists, daily goals, task grouping, time blocking, delegation, clear communication, interruption management, continuous improvement, automation, and energy management.

I find it helpful to start each day with a planning session. Using a planner, or just a sheet of paper, list out the hours in your work day (8am, 9am, 10am, etc). Next, fill in any meetings you have scheduled. On the other side of the paper, list your to-do's - tasks you would like to/need to complete. I like to make a list for work and a list for personal tasks (so they don't float around in my head and interrupt my focus). Next, flip back to your schedule and add any tasks you absolutely know without a doubt MUST be completed, and when you will do them. Last, take note of the "white space" in your schedule. What do you realistically have time to complete from your task list?

If you happen to work for more than one executive, it is quite beneficial to ask for a clear delineation of what is most important overall to accomplish first. That is a key component of task completion - knowing what to do first. It may be that there are several priorities, but I have found over time that focusing on one key task at a time ensures dotting all the "i's" and crossing all the "t's". Incidentally, I do not believe in multitasking; to me, that means doing multiple things not very well simultaneously. Just my "two cents".

My go to tools for effectively and efficiently prioritizing and/or delegating tasks according to their importance and urgency are the Eisenhower Matrix, the Pomodoro Technique and blocking out that time on my calendar.

Knowing when and how to delegate tasks to optimize productivity is a hard one to get over for Administrative Assistants. Don’t we just love to hold on to everything that comes our way and take ownership? This can be counterproductive when the heat is on. I like leveraging apps and software to automate repetitive tasks and streamline workflows, as well as communicating with teams or Managers about the work they have on to understand the priorities better. It is okay to delegate tasks that are better suited to a colleague. It will not look bad on you.

I have a task board which I call my “hub”. Every single task or request goes into this board. Each morning I start my day by selecting my 3 non-negotabloes, 3 tasks I absolutely must get done, and I time block these into my calendar. This means I don’t let my day get sucked up my quick win tasks (emails, calendar management etc) and I actually move the needle on my important tasks. I like to keep aligned to my exec’s priorities by checking in with them daily. When it comes to delegation, I ask myself “does this task impact my exec or their priorities?” If it does then I will take it on, if it doesn’t then will deep dive into who should own this.

Streamlining is so important when trying to align and keep track of priorities. The way you communicate with multiple executives could be helping or hindering how you prioritise. Make use of the technology available to you to minimise unnecessary interactions. M365 has multiple apps which are integrated across the platform enabling anywhere access. I personally utilise OneNote and Teams with my executives, which enables real-time collaboration. All non-urgent requests are added to OneNote, which enables me to link/add additional materials/emails/voice notes in one place. Both the executive and I have real-time updates on actions. Take time to adapt and learn new tech which can support you and your executive to manage your time.

Automation has become so straightforward in recent years that you might already be using it without even realizing it. Setting up an auto-response before going on vacation is a form of automation, as is using filters to sort emails in your inbox. Nowadays, you can create workflows with platforms like Google Docs, Trello, or Slack. By leveraging tools such as Reclaim and Calendly, you can save hours on calendar management alone. The goal of automation is to free up your time for tasks that only you can perform—tasks where you can add unique value. This is how you become more valuable to your manager, their team, and your company. If you haven't explored automation yet, let me know. I'd be happy to help.

Technology will NOT replace EA’s. The only thing that will affect EA’s is if they don’t embraced tech and use it to optimise their work. I use the following tools to automate so I can focus my time on what will have more impact: -ChatGPT for reviewing or drafting all types of comms, giving ideas or creating outlines (and so much more!) -Boomerang for Gmail to remind me to follow up and chase emails -Calendar links (Hubspot, Calendly etc) for easily arranging time in my execs calendar -Gmail templates which I gave setup for emails I always send

The importance of rest and rejuvenation to maintain productivity is vital. Self-care and knowing when to give yourself that mental and physical break must be mastered. Try suggesting the entire team adopt this approach and make it heard “ there is no badge of honour” for doing the most hours worked or sending emails on a Saturday. Everyone is "busy" it is almost an excuse or an answer for everything. I would prefer to hear "This is how I have been re-charging and taking care of myself in order to perform even better at work"... #ShareTheKnowledge

To balance work and personal life I calendar EVERYTHING including regular breaks to recharge throughout the day, as well as periods of rest and relaxation. I do calendar my self-care time, those things that bring me joy. I calendar any time I would like throughout the day or week to take time for a hobby, personal goal or to learn something new, I calendar that as well.

One thing I can definitely recommend is the Pomodoro technique which allows you to use your time more efficiently. This method uses fixed time intervals for focused work, usually 25 minutes, followed by short breaks. In my opinion it's essential to manage and balance your productive and unproductive time to avoid burnout and replenish your energy.

Feedback empowers us to make the changes we need to do better and be better. Support and feedback are important for both personal and professional growth and development. We can do everything, but we can't do it alone.

I agree there is no one-size-fits-all formula for achieving a work-life balance. Work-life balance will never be perfect - nothing in life is perfect, but it is possible and do-able. Continue to do the deep dive and the deep work to find the tools and resources that best help you manage your time, priorities and goals. Figure out who you are, what formula is a best fit match for your personality, workstyle and lifestyle. Do you and what works best for you.