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The problem with storing everything in your head |
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Your Brain Is Not a Filing Cabinet
As EAs, a surprising amount of the day runs from our heads.
You know how your Executive likes their inbox handled. Which meetings need prep and which do not. Who must be copied in. What can wait. What needs action now. Most of it never gets written down because, on a normal day, it feels faster to just remember it.
That works when the week is calm, and you are in control of the pace. It gets harder when things pick up, priorities shift, or someone else needs to step in. Suddenly, you are explaining decisions you usually make without thinking.
Keeping everything in your head also makes interruptions more annoying. When you are pulled away mid-task, you end up relying on your memory to pick it back up. On busy days, that is where rework and missed details start to creep in.
Writing things down gives you somewhere to land. A clear record of how you handle the work, so you are not re-deciding the same things every week.
If you have ever heard yourself say, “I will remember that,” only to forget later, that is usually the moment to put it on paper.
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In this article, we will explore how to create SOPs that actually save you time as an Executive Assistant, focusing on practical ways to document how you work so they support you day-to-day. SOPs that support your work, reduce repeat explanations, and make it easier to step away, without everything grinding to a halt.
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Process improvement for Executive Assistants is one of the most impactful ways to drive your organization’s success while adding tremendous value to your role. Whether you’re streamlining workflows, solving recurring problems, or introducing new tools, process improvement is a skill every Assistant can master.
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As EAs, we carry a lot in our heads, and while that can feel impressive, it is not always the most relaxing way to run a week. Here are a few tips...
- Notice what you explain more than once. If you have walked someone through the same process twice, it probably deserves a home on paper.
- Create a simple 'how I work' note. Outline how you manage your Executive’s inbox, calendar, and priorities. It does not need to be formal. It just needs to exist.
- Keep one place for key decisions. When you agree on a new way of handling meetings or requests, jot it down. This saves you from having to decide the same thing again next month.
- Build a weekly reset. Review your calendar, task list, and open loops. Move anything vague out of your head and into clear next steps.
Building Workflows with Copilot
February 18th, 2026 - 11am-2pm ET | 4pm-7pm GMT
Join our interactive 3-hour Masterclass and learn how to turn emails into clear actions, tasks into structured workflows, and Copilot into a genuine daily Assistant. This is a practical, implementation-focused Masterclass for busy Assistants who want Copilot to support how they already work, without adding complexity.
We’re planning more training in 2026, and we’d like your input
The EA Campus training has grown significantly over the last year, especially in AI, tech, and practical Masterclasses for Executive Assistants. As we look ahead, we want to make sure what we build next reflects what you actually need in your role.
We’ve put together a short questionnaire. It’s 5 questions and should take under 2 minutes to complete. We would love your input. Thanks for helping shape what EA Campus delivers next.
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Moxo
Moxo is a business operations platform that helps teams turn manual processes into repeatable, organised workflows with clarity and ownership. It lets you define steps, templates, and triggers so work keeps moving and nothing gets buried in scattered emails or ad-hoc notes. The platform combines workflow building, collaboration tools, and automation to keep tasks, communication, and approvals in one place while helping everyone know what to do next.
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February 18th, 2026 @ 11am EST | 4pm GMT | 5pm CEST
Better Workflows with Copilot Masterclass
Building Better Workflows with Copilot is a focused, practical Masterclass designed specifically for Executive Assistants who want to use AI to manage email more effectively, capture actions accurately, and create structured task workflows that actually stick. Book now>>>
25th February 2026 @ 11am EST | 4pm GMT | 5pm CEST
AI and Events Management
Masterclass
Through this masterclass, you’ll discover how to harness the power of AI, digital tools, and technology to make event planning smoother and smarter. From streamlining admin tasks to enhancing creativity and communication, you’ll learn how to apply technology across every stage of planning. Book now>>>
April 22nd-24th, 2026 @ London, UK
The EA Campus Conference
Over three unmissable days, you’ll dive into game-changing sessions on the future of the Assistant role, take part in hands-on workshops that deliver practical, real-world results, and explore the latest in AI tools, tech demos, and tactical support you can use immediately. Best of all, you’ll do it all surrounded by a room full of people who get what it means to do your job, and love it just as much as you do. Book now>>>
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