Help! I'm interviewing with an Executive who needs his emails and tasks managed. I know Outlook will let the Executive Assistant read emails and categorize them into folders like Urgent, Action, FYI, Reading, etc. But, if the Executive has a Blackberry and is always reading emails and actioning them, how does the EA coordinate with the Executive so tasks and emails don't fall through the cracks and both of you know what is going on? Please give specific examples and details of how you successfully take care of your executive, and keep track of assignments he's delegated and due dates he's assigned others. What system works for you. Thank you very much.
Submitted by: Anonymous
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Make sure his Blackberry is set so that all his e-mails that he sends automatically bcc his or your e-mail address. If they do not, then what will happen is you will not see what/how is he replying/delegating to others and, trust me, he won't always remember to keep you in the loop. Not purposely, he will just be so busy he'll just assume he told you or think he'll tell you later and won't. Blackberry sent folders ARE NOT synced with Exchange/office e-mails. Check to make sure his Task folders are set up to sync.
Also, make sure he has given you full delegate rights to his Outlook (read, write, making changes, etc. to all folders - calendar, folders, tasks, etc.). You should be able to do this from his computer, but it may need to be done through your IT department, depends on how the security has been set up.
Set up a system that works for both of you on how you will handle his e-mail. I always put in CAPS in the subject line of the e-mail when I forwarded/handled an e-mail and it worked great for my exec and I. Example: Let's say the email is your question here. Here's what the new subject line would read once I had forwarded it to someone to respond: KIM FORWARDED TO DAN TO RESPOND (01/13) - Managing Executive's Emails and Tracking Tasks. This way my Executive/boss could look in his in-box and see this and know it had been handled; (s)he could read it at his/her leisure but know it did not need his/her immediate attention. Everyone has their own method that works. Perhaps (s)he wants you to make a new folder that reads "handled by Lynda" and you move those to that folder for them to read later. You definitely have to learn to read key words and scan e-mails so you don't miss anything, but don't beat yourself up when you do miss something - you're only human. Learn from your mistakes, realize what you missed and why - always be honest and explain yourself and what you learned and why it won't happen again and move on.
Remember that you are there to make his/her life easier and...they typically do not want to know how the clock works, only what time it is. They're busy. But they too are human and hopefully you'll have one that cares, has a sense that you have a life and will have some humor and personality!
God's speed!
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Kimberly Kissel on
1/13/2012 1:52:21 PM
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Since the exec is doing their own email, keep an eye on what he is doing. That way you can stay abreast of what is going on. Set some time aside each day and talk with him to see if he needs help in tracking some of these items. He may think he is doing you a favor by doing this, but he will leave you flat-footed.
15 or 20 minutes each day at the end of the day, find out how you can help him. Good Luck.
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Lloyd Becker on
1/13/2012 11:15:02 AM
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We moved from Outlook to Google Mail/Calendar/Tasks. I add action items to my calendar and tasks so that I can keep on top of any items that require action. I make it a practice to continually check email for any urgent or other items. I put these into my calendar to help me remember, too.
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Anonymous on
1/13/2012 10:52:42 AM
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