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Mastering the Art of Micro-Projects
As an EA, your to-do list is a mix of high-stakes projects, recurring tasks, and urgent requests. But what if you could make everything feel more manageable by treating your workload like a series of micro-projects? Instead of tackling overwhelming tasks in one go, breaking them down into structured mini-projects using project management principles can make your work more efficient, stress-free, and even fun!
Meeting scheduling might seem like a routine task, but when it involves multiple stakeholders, shifting priorities, and back-and-forth coordination, it quickly becomes a project in disguise. Applying a Work Breakdown Structure (WBS) can transform this recurring responsibility into a streamlined process. How to Apply This as an EA:
Identify the Goal – The objective isn’t just to "book a meeting." It’s to ensure the right people are available, prepared, and engaged, with minimal scheduling conflicts.
Break It Down into Milestones:
- Define Requirements – Confirm the purpose, attendees, duration, and format (virtual/in-person).
- Check Availability & Scheduling – Use scheduling tools (Calendly, Microsoft FindTime, Doodle) or cross-check calendars manually.
- Secure a Time & Location – Book the room, set up video conferencing, and ensure accessibility for all participants.
- Prepare Agendas & Materials – Gather talking points, distribute pre-reads, and confirm speaker availability.
- Send Reminders & Follow-Ups – Automate reminders, reconfirm attendance, and schedule post-meeting action items.
Prioritize & Identify Dependencies – Some steps must happen first, like confirming executive availability before proposing times to others. Identifying dependencies helps avoid wasted effort.
Track Progress & Automate Where Possible – Use project tools like Trello, Asana, or Outlook task lists to track progress and automate confirmations, reminders, and follow-ups.
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In this article, we will delve into agile working, the methodology behind it, and how Assistants can adapt agile working to manage shifting priorities, stay organized, and create workflows that actually work for us.
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The four key elements for project success can save us all a lot of headaches. In this article, we’ll walk through the four key elements for project success, shared by Mary Beth Imbarrato, that will make tackling any project feel much more manageable.
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Mastering Automation Masterclass
Tuesday March 25th 2025 - 10am EST | 3pm GMT | 4pm CEST
In this masterclass, you’ll gain the skills and confidence to automate your workflow, eliminate manual tasks, and enhance productivity using Zapier. Whether you're new to automation or looking to refine your existing skills, this session will provide practical insights and real-world applications that you can implement immediately.
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Trello
Trello is a visual project management tool that helps Executive Assistants break down big tasks into small, trackable steps. Using a simple Kanban board layout, you can organize work into lists such as To Do, In Progress, and Done, making it easy to track tasks at a glance. Whether you're managing complex schedules, coordinating events, or streamlining executive priorities, Trello lets you set deadlines, add checklists, and collaborate effortlessly. With its drag-and-drop interface and automation features, Trello turns everyday EA tasks into structured micro-projects, helping you stay organized and in control.
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By breaking big responsibilities into smaller, structured steps, we can boost efficiency, reduce stress, and take better control of our workload. Let’s put this to the test!
Challenge Steps:
Step 1: Pick a Task to Turn Into a Micro-Project
Choose one recurring task—perhaps scheduling meetings, managing an inbox, or preparing reports. Instead of viewing it as a single task, break it down into clear phases or mini-milestones.
Step 2: Create a Simple Workflow
Use a Kanban-style method (sticky notes, Trello, or a simple checklist) to track your task through To Do, In Progress, and Done stages. Identify any bottlenecks—are approvals slowing you down? Do certain steps take more time than expected?
Step 3: Optimize & Automate
Look for ways to streamline the process. Could you batch similar tasks? Automate reminders? Delegate parts of the work? Small tweaks can make a big impact on efficiency.
Step 4: Share Your Takeaways
At the end of the week, reflect:
- Did breaking the task into micro-projects help you stay more organized?
- Were you able to reduce stress and improve efficiency?
- Will you continue using this approach?
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?
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- Not sure what project management software to use? This list will help you get started.
- Infuence beats authority every time.
- Calling all EAs based in Australia! Two of our favorite thought leaders are combining forces for Forward//Faster. You can find all the details here.
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The EA Campus Events Calendar |
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>>>
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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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