time management

10 ways your rockstar assistant can make your life easier

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When you feel like your case of the Mondays happens every day of the week, you may be suffering from overwhelm. Whether you are just starting a business, running a large corporation, or somewhere in between, the key to minimizing overwhelm is in your office. Not sure what it is? The answer is simple, your assistant.

According to a Gallup study, 39% of business owners work over 60 hours a week. That’s 20 more hours a week than a normal employee.  But how do you cut back on the number of hours you work each week? You delegate to your rockstar assistant.

What a rockstar assistant can do for you

A rockstar assistant can do more than just answer the phone; instead they are an extension of the executive. They often handle all of the day-to-day work and problems in the office, but they can also manage how your work and personal life intermingle. Their goal is to make your life easier, but you will never feel the benefits if you don’t let them in and hand over control. Here are a few things your assistant should be doing for you:

 

Meeting  support

Whether you're leading or attending a meeting, you need support. Your assistant can help support you by preparing any paperwork and materials you need before your meeting. You can also have your assistant attend meetings and take notes for a debriefing when needed.

Inbox filter

How many hours a day do you spend reading, writing, and deleting email? Instead of ignoring your inbox when you’re busy, hand it over to your assistant. Create a system for your assistant to place emails that need your attention, but also empower them to respond to lesser important messages on your behalf.

Manage your schedule

From planning your meetings to your lunch, your assistant should manage your calendar. Always communicate any important dates or messages to your assistant and have them pencil you in. Giving up control of your calendar is stressful, but when managed successfully, it is a huge weight off of your shoulders.

Date planner

Never miss buying a gift or being at a family function when your assistant manages important dates. Hand over your personal calendar and have your assistant keep you informed when a special day is near. You can even send your assistant out to shop for gifts as needed.

Coordinate vendors

When your email isn’t working, or you need an important fix, your assistant should be there. When it comes to working with vendors and coordinating service, have your assistant schedule and meet with all service providers.

Office equipment aficionado

Instead of worrying about learning how to use all of the technology in the office, stick to the basics. Have your assistant learn how to use the equipment and even create easy-to-use training manuals. When you need to fax an important document, or have something scanned, delegate it to your assistant.

Organize your travel

When your meetings require travel, delegate the travel planning to your assistant. Have your assistant handle all of your flight and hotel booking and transportation needs. Before you leave, have your assistant program your transportation details into your favorite app.  If there is a chance your flight may be delayed, have your assistant monitor your travel so that they can make changes and reschedule as needed.

Personal errands

When you’re building a company, time is precious. Sometimes you may need to ask your assistant to handle personal errands or schedule household repairs. Don’t be afraid to ask your assistant to take care of these tasks while you focus on work.

Project finisher

Some projects don’t require you to complete them. Since your assistant is an extension of you, don’t be afraid to delegate some of the projects to them. When you hand over projects, make sure you communicate clearly what is needed and when it is due. Regularly follow-up on the progress of the projects so that you will know the status and can answer any questions that may arise.

Noted notary

Legal documents always require a notary. Having your assistant become a Notary Public in your state will save you a lot of time and added expenses.  

 

Learning curve

Your assistant is extremely important to your well-being and success, but training them isn’t always easy. That is where we come in. LifeSquire has created a professional assistant training program called LifeSquire Academy. When you send your assistant through this program, they not only learn the basics of how to be an assistant, but they will also learn how to meet and anticipate your needs, how to manage their time, how to create professional boundaries, and more. We feel these classes can take your assistant to rockstar level.  For more information, click here.

Need an assistant?

Did you know that it takes approximately 33 or more hours to find and place one employee? It could take even longer when you are looking for a certain set of skills. The time really adds up when you don’t find the perfect fit or the turnover gets high.

LifeSquire Connect goes beyond the typical cookie-cutter staffing agency and finds the perfect assistant (or any other support staff role) for you or your company. We find out what you need from the person in that role and customize our recruiting process to find you the perfect match.  You’re already busy without an assistant; you don’t need to add ‘hire an assistant’ to your to-do list. We can handle that for you. For more information, click here.

 

Post written by Deaven Cavnar, Content Marketing Manager

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Tip Tuesday

Sometimes working with an assistant can be a struggle. We want to help make your working relationship better. Join our weekly Tip Tuesday email list by emailing info@lifesquire.com and letting us know you're interested.

Your weekend means freedom, here’s how to make the best of it

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Are you stuck in a pattern of feeling like your weekends go by too quickly, and you never get the recharge you crave? Often we clock out, go home, and get back to work.  And if you ask us, that just isn’t right.

There are 60 hours from the time the weekend starts at 6 p.m. Friday until your alarm clock goes off at 6 a.m. on Monday. Sounds like a lot of hours, right? It is! Even with sleep, there is still a lot of time to make the most of. Not sure how to go about that?

Here are five ways to make the most of your time away from the office:

Don’t do chores

Grocery shopping, lawn mowing, laundry, and cleaning the list never ends. For most people, weekends have been all about scrubbing the toilets instead of enjoying their freedom. While it’s easy to put your chores off until the weekend, we’re here to say that it’s not a good idea. Your time off should be for you; it’s a time to recharge.  This means taking a bit of time every night after work to do the things you spend your weekend doing.  It won’t be fun, but it will free up your days for fun and relaxing.

If you have a hard time fitting it all in during the week, and many do, we have a pro-tip for you. It might be time to hire a personal assistant. A personal assistant will run your errands, prep your meals, fold your clothes, and more. If you are interested in personal assistant service, contact LifeSquire.

Your Monday starts Friday

If you’re like us, you start counting your Friday down at about 8:30 a.m. Friday is the day we all look forward to; it’s the day before freedom. As the minutes get closer to the start of the weekend, your anticipation will increase, so why think about Monday?

Monday is the start of the week, and usually, it begins with meetings and other important things. So while you’re watching the minutes tick by on Friday afternoon, take time to focus on Monday. How many Sunday’s do you spend prepping for your Monday meeting? Those are minutes you can’t get back. Not wasting time on Friday, will help you get even more weekend freedom.

Turn off the tech

Gasp! We said it! Take time every weekend to unplug and get away from the screen, and no sleep time doesn’t count as unplugging. Getting away from social media and other technology can help boost your mood. How many times have you surfed Facebook on Sunday evening and felt bad you didn’t spend your weekend doing all of the fun things your friends did? Instead of wasting time comparing your weekend to others, spend that time competing. You won’t regret it.

Plan something fun

We all need lazy weekends, but not every weekend should be lazy. If you make plans, you are less likely to spend the entire weekend with Netflix.  Whether you plan a hiking trip or time with your friends, make the most of it. Do something you enjoy with people you enjoy. Take photos for memories and live it up. Your weekend is meant for you, so don’t waste it doing things you don’t enjoy.

You can also avoid the Sunday blues by planning something fun during the week. If your routine is to work and only work, the week will always be a drag. Planning a dinner out with friends or something else you enjoy can make your week go by faster. Always be looking forward to something.

Schedule some downtime

Weekends aren’t just about going nonstop from one fun activity to another. If you are always on the go, you will eventually burn yourself out. Make sure your weekend has time for you to relax. Sundays are a great day for relaxing. If you find yourself too busy, actually schedule your relaxation. Your personal assistant can put this in your calendar for you.

 

These are just a few tips on how to make the most of your weekend. Download our tip sheet for more weekend fun and relaxation tips.

 

Post written by Deaven Cavnar, Digital Media Strategist

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Weekend Tips

Get the most out of your weekend with 10 tips on how to make the most of it.