DEVELOPMENT up filters and rules within the inbox , allowing some tasks to be automated , saving you hours each week . That ’ s what best practice looks like – finding efficiencies that make your life easier and your executive ’ s workload smoother , although it changes as the role evolves .
The power of personalisation Best practice is about developing personalised methods that streamline your and your executive ’ s workday . It ’ s about creating a system tailored to how you function individually and as a team . For example , if your executive is most productive in the morning , you can schedule important meetings during that time . Or , if they prefer to review documents in the afternoon , you can align high-priority tasks accordingly . What truly works best is what complements their natural workflow , and your role as an EA is to find and enhance that balance .
In this context , best practice is about ongoing personalisation . It ’ s about knowing when to step in , when to anticipate needs , and how to stay ahead of the curve without overstepping . Personalisation is key to creating an effective , seamless partnership supporting both your successes .
How it is different from a process Let ’ s clear up the difference between process and best practice . A process is your handbook , your step-by-step guide for completing a task . Think of it as your safety net that ensures tasks get done in a consistent way . For example , booking travel might involve checking your executive ’ s preferences , confirming availability , and securing flights and accommodation in a certain order . That ’ s your process – it ’ s the mechanics of how things get done .
But best practice goes a step beyond that . It ’ s not just about following the steps but about optimising those steps . It ’ s asking , “ What ’ s the smartest way to handle this task ?” Maybe , instead of booking travel manually each time , you ’ ve found a travel platform that does most of the work for you , or you ’ ve established a go-to list of hotels and airlines that your executive prefers , making the process quicker and smoother . Best practice isn ’ t just about getting things done ; it ’ s about doing them in a way that maximises efficiency and minimises errors .
Having the soft skills Best practice isn ’ t just about mastering hard skills like managing calendars or organising travel . Soft skills – how you communicate , manage your time , and build relationships – are equally important . In fact , these are often the qualities that set exceptional EAs apart from the rest .
Take communication , for instance . There ’ s no one best way to communicate with your executive .
Some executives prefer detailed emails , while others may opt for a quick text message or phone call . It ’ s your responsibility to discover what works best for them . The same goes for building rapport . Some executives appreciate a friendly , casual tone , while others lean towards a more formal , professional style . Best practice in soft skills means being adaptable , attentive , and customising your approach to fit your executive ’ s preferences .
Why it matters So why is best practice such a big deal for EAs ? Simply put , it ’ s the difference between being reactive and proactive . A process might keep things running , but best practice ensures you add value . When you ’ re operating at the level of best practice , you ’ re not just completing tasks . You ’ re streamlining operations , solving problems before they arise and making your executive ’ s life easier in ways they might not even notice but will appreciate .
Let ’ s look at time management as another example . Your process for managing the executive ’ s schedule might involve confirming appointments , checking for conflicts , and sending reminders . However , a best practice might include blocking out time for last-minute emergencies or strategically placing “ buffer ” time between meetings to ensure they ’ re not rushed from one event to the next . Best practice adds that extra layer of thoughtfulness that keeps your executive operating at their best .
Continuous improvement and staying ahead One of the key elements of best practice is the idea of continuous improvement . As EAs , we can ’ t afford to get complacent . What worked a year ago might not work as well today , especially as technology evolves , company priorities shift , or your executive ’ s role changes . The best EAs always seek ways to refine their processes , streamline their workflows , and adopt new strategies that keep them ahead of the curve .
For example , if you ’ re managing team meetings , you might develop a standardised template for agendas to help keep meetings focused , and implementing a consistent method for tracking action items and deadlines can enhance accountability and ensure that follow-ups are timely and completed prior to the next meeting .
Best practice is your secret weapon . It ’ s not about having one rigid way of doing things ; it ’ s about staying flexible , continuously improving , and finding those little tweaks that make your work smoother , more effective , and ultimately more impactful . You ’ re not just ticking off tasks ; you ’ re elevating your role and delivering real value to your executive and the business . S
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THE EXPERT
Nina Hoven is a mentor and educator dedicated to empowering EAs at all levels through her work with EA Pathway . And as the co-founder of Three Bird Empire , she helps create transformative retreats for leaders and teams , focusing on personal growth and well-being .
Autumn Issue 2025 | Executive PA 49