|
Can we talk about Ad-hoc tasks? |
|
|
|
Handling Ad-Hoc Tasks: Tracking, Managing, and Maintaining Focus
Ad-hoc tasks are an inevitable part of an Assistant’s role. From last-minute travel changes to unexpected research requests, these tasks showcase our adaptability and problem-solving skills. However, when ad-hoc duties pile up, they can disrupt workflow, blur priorities, and prevent us from focusing on strategic responsibilities. So, how do we manage them effectively?
Track the Impact Understanding how much time ad-hoc tasks consume is crucial. If they are frequent, they may be affecting your ability to complete planned work. Consider:
- Keeping a log of unexpected tasks for a week or two to identify patterns.
- Categorizing them by urgency and impact—are they truly essential, or just reactive?
- Using time-tracking tools or a simple “Ad-Hoc Tasks” note in your planner to see where your day is going.
Decide What Makes the To-Do List Not every ad-hoc task needs immediate attention. Ask yourself:
- Does this align with my role and priorities? If not, delegate or push back.
- Can it wait? If it’s not urgent, schedule it rather than dropping everything.
- Will it require follow-up? If yes, it deserves a spot on your to-do list.
Set Boundaries and Communicate If ad-hoc requests are becoming overwhelming, it’s time to discuss them with your Executive:
- Share data on how often they occur and their impact on your priorities.
- Suggest ways to streamline requests, such as a designated time for non-urgent tasks.
- Align on what should be considered critical vs. optional to avoid constant task-switching.
Build a System for Managing Ad-Hoc Work
- Use a “Parking Lot” List – If a task isn’t urgent, place it in a designated list to review at the end of the day.
- Batch Similar Tasks – If you notice recurring requests, set time blocks to tackle them collectively.
- Leverage Templates & Automations – If certain ad-hoc tasks repeat (e.g., pulling reports, scheduling), create a streamlined process to save time.
Final Thought: Be Proactive, Not Just Reactive. While ad-hoc tasks are inevitable, they shouldn’t dictate your entire day. By tracking, prioritizing, and setting expectations, you’ll maintain control over your workload while still being the go-to problem solver your executive relies on.
|
An EA enhances the efficiency and productivity of the Executives they support, allowing them to prioritize the bigger picture. This guide is for us—those of us in the role or aspiring to step into it—to explore what it takes to excel and how we can shape our path as EAs using the Job Description as a foundation.
|
|
This article will guide you through each step of the performance review or appraisal process for Executive Assistants and Personal Assistants, providing tips on how Administrative Professionals can navigate their appraisals, starting with job descriptions!
|
Assistant Fundamentals Masterclass
Friday March 14th 2025 - 10am EST | 3pm GMT | 4pm CEST
This three-hour LIVE masterclass is meticulously designed to provide you with essential tools and techniques to excel in your role. Whether you’re new to the profession or looking to refresh your skills, this masterclass will empower you with practical knowledge and actionable strategies.
|
|
|
|
|
ChatGPT
Before your interview, use ChatGPT to analyze the job description by identifying key skills, responsibilities, and expectations. Copy and paste the description into ChatGPT and ask for insights on essential competencies, possible interview questions, and how your experience aligns with the role. You can also request a summary of the most critical themes or a comparison with similar EA roles to understand how this position stands out. This quick analysis will help you prepare targeted responses and demonstrate a deep understanding of the role during your interview.
|
|
|
|
Ad-hoc tasks can take over our day before we even realize it. From last-minute meeting requests to urgent travel changes, these unexpected tasks can impact our workflow, productivity, and even our ability to focus on strategic priorities. Time to make a change!
Challenge Steps:
🔹 Step 1: Start Tracking
For one week, keep a simple log of every unexpected ad-hoc task that lands on your plate. Use a notebook, notes app, or even a spreadsheet to jot down:
- The task
- Who requested it
- How long it took
- Whether it was urgent or could have waited
🔹 Step 2: Analyze the Impact
At the end of the week, review your log. Ask yourself:
- How much time did ad-hoc tasks take from my planned work?
- Were they truly urgent, or could they have been scheduled?
- Do certain patterns emerge—are the same types of requests recurring?
🔹 Step 3: Adjust & Communicate
Use your insights to improve your workflow:
- Set boundaries for non-urgent requests.
- Proactively suggest better systems for handling recurring ad-hoc tasks.
- Have a conversation with your Executive about prioritization and workload balance.
🔹 Step 4: Share Your Insights
Post your biggest takeaway from this challenge on The EA Campus Community! Did tracking your tasks reveal hidden time sinks? Are there smarter ways to manage ad-hoc work?
|
|
|
|
The EA Campus Events Calendar |
March 14, 2025 @ 10:00am ET | 3:00pm GMT
Assistant Fundamentals Masterclass
Welcome to our exclusive LIVE Masterclass, specifically tailored for Executive Assistants, Personal Assistants, and Administrative Professionals who aspire to elevate their foundational skills and enhance their career potential. Book now>>>
March 18, 2025 @ 11:30am ET | 4:30pm GMT
[Community Event] Creating a User Manual for Your Executive
This insightful session, led by Nicky Christmas, equips Executive Assistants with the knowledge and tools to create a comprehensive User Manual for their executive. Similar to a user guide for a device, this document captures everything an assistant, team, and organization needs to know about working effectively with the executive. Book now>>>
March 25, 2025 @ 10:00am ET | 3:00pm GMT
Mastering Automation Masterclass
This LIVE masterclass, led by automation expert Kelly Goss, offers a unique opportunity to enhance your professional capabilities and become a tech-savvy, future-ready Assistant. Through hands-on demonstrations, expert insights, and interactive discussions, you’ll walk away with actionable skills that will revolutionize the way you work. Book now>>>
March 28, 2025 @ 9.00am ET | 1:00pm GMT
Evolve Virtual Summit
This Summit will empower Assistants with the skills to confidently navigate modern technology, streamline workflows, and enhance their efficiency, ensuring they stay ahead in an increasingly tech-driven world. Book now>>>
|
|
|
|
We’d love to hear from you!
Share your feedback and tell us more about your work, goals, and how we can support your career growth. Take a quick survey and help us shape the future of The EA Campus.
|
|
|
