Managing Executives' Emails: 5 Techniques for EAs

Jun 27, 2024

Managing Executives' Emails: 5 Techniques for EAs

Introduction

  • Challenge: Getting executives to manage their emails
  • Role of EAs: Respond to some emails, executives handle the rest
  • Issue: Emails pile up when executives don't check their inboxes
  • Objective: Help EAs support executives in managing their Outlook inboxes

Speaker's Background

  • 20+ years of experience as an EA for high-level executives (CEOs, Directors, Founders)
  • Worked in multiple countries
  • Supported both easy and difficult executives

Techniques for Managing Executives' Emails

Technique 1: Morning Catch-ups

  • Description: Hands-on, time-consuming
  • **Steps: **
    1. Sit with the executive each morning
    2. Go through the inbox together
    3. Respond to each email immediately
    4. File or delete emails as appropriate
    5. May need to read emails to the executive before filing

Technique 2: Notebook Tracking

  • Description: Track important emails after morning catch-up
  • Steps:
    1. Before going home, check the executive's inbox
    2. Write down details of emails needing executive's attention
    3. Repeat this process the next morning
    4. During the morning catch-up, read out the new emails
    5. Write down the executive's response
    6. Execute the responses and file emails appropriately

Technique 3: Color Coding

  • Description: Color-code emails based on urgency and type
  • Steps:
    1. Go through executive's emails
    2. Use color codes, e.g., red (urgent), purple (reading material), green (attention, no action)
    3. Make sure executive understands the color coding

Technique 4: Scheduled Email Review

  • Description: Allocate time in executive's calendar for email review
  • Steps:
    1. Add time slots in Outlook for email reviews
    2. Attach relevant emails in the scheduled time slot
    3. Executive can open the invite and see attached emails

Technique 5: Folder Management

  • Description: Organize emails into folders
  • Steps:
    1. Create folders (e.g., Reading, Action Required)
    2. Move emails into corresponding folders
    3. Set up rules for automatic sorting
    4. Schedule recurring time for email review
    5. Ensure emails in folders are reviewed and filed away once read/actioned

Conclusion

  • Summary: Discussed 5 techniques, may need to try different ones to see what works
  • Call to Action: Share your own techniques and subscribe for more content