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Managing Your Executive’s Inbox |
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Email overwhelm is real, but with the right system, you can take control of your Executive’s inbox.
The first step? A conversation to align expectations and define a workflow. Here’s what to cover:
- Replying Agreement - Will you respond as yourself or as your Executive? We recommend replying as yourself to reinforce your authority and the value you bring.
- Inbox Check Frequency - How often should emails be reviewed? Balance responsiveness with efficiency—set clear expectations on time spent managing the inbox.
- Email Oversight - Should your Executive see every exchange, or are you clearing emails after actioning them? Define how much control they want over their inbox.
- Stress Points Identify common inbox challenges—missed replies, excessive promotional emails, or an overcomplicated folder system—and create a plan to address them.
- Action Items - How do emails translate into tasks? Does your Executive use their inbox as a to-do list, or should you integrate action items into their workflow?
- Prioritization - What emails need immediate attention? Define what should be flagged and escalated to your Executive versus handled independently.
- Email Processing Routine - When should your Executive review emails you’ve triaged? Once per day, or at set intervals? Align on a system that keeps them focused but informed.
Taking the time to set these expectations will transform inbox chaos into a streamlined, stress-free system.
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Emails are here to stay, especially for us Assistants. Whether we’re managing one inbox or juggling multiple accounts for our Executives, tackling email overload can feel like an avalanche some days. So, how do we make it manageable?
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If you are in control of your Executive’s emails, you need to put processes and procedures in place to help you manage the flow of emails and communicate with your Executive on what to do with them. We have put together in this guide all of our tips and tricks to help you manage your Executive’s emails.
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Events Management Masterclass
Friday February 21st 2025 - 10am EST | 3pm GMT | 4pm CEST
Welcome to our exclusive LIVE Masterclass, specifically tailored for Executive Assistants, Personal Assistants, and Administrative Professionals who aspire to elevate their event planning skills. Through this Masterclass, you’ll learn to orchestrate memorable and effective events, from intimate gatherings to large-scale conferences.
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Boomerang
Managing your Executive’s inbox requires precision, and Boomerang for Gmail gives you the tools to stay in control. Schedule emails to send at the perfect time, set follow-up reminders, and use AI-powered assistance to craft better messages. With features like Inbox Pause, you can prevent email distractions and focus on high-priority tasks. Whether you need to track responses, optimize communication, or streamline email workflows, Boomerang helps you manage your inbox efficiently.
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This week, we’re shifting from email firefighting to strategic inbox management. Instead of living in your Executive’s emails, define a system that keeps communication flowing - without it consuming your day.
Challenge Steps:
🔹 Step 1: Set Clear Expectations
Have a conversation with your Executive about their email habits. Do they expect immediate responses, or is batch-checking more efficient? Clarify how much time they want you to dedicate to their inbox.
🔹 Step 2: Define an Inbox Routine
Decide how often you’ll check their inbox—every hour, twice a day, or at set times? Make sure the schedule allows for both responsiveness and deep, strategic work.
🔹 Step 3: Establish Boundaries
Avoid reactive email checking. Instead, create structured check-in points to stay informed without being constantly distracted.
🔹 Step 4: Test and Adjust
Trial your new inbox routine for a few days. If adjustments are needed, discuss refinements with your Executive to ensure it works for both of you.
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The EA Campus Events Calendar |
February 21, 2025 @ 10:00 am - 1:00 pm
Events Management Masterclass
Welcome to our exclusive LIVE Masterclass, specifically tailored for Executive Assistants, Personal Assistants and Administrative Professionals who aspire to elevate their event planning skills. Book now>>>
February 27, 2025 @ 11:00 am - 12:00 pm
Make the 1:1 Meeting With Your Executive Unmissable
Join us for this free webinar, designed to empower Executive Assistants with actionable strategies to secure and maximize regular one-to-one time with their executives. Book now>>>
March 14, 2025 @ 10:00 am - 12:00 pm
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>>>
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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.
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