5 Quick Tips for Maximising Efficiency

Just a short article this time - because, let’s be honest, we’re all about efficiency here! 😁

Efficiency isn’t just about doing things faster - it’s about doing the right things, at the right time, in the smartest way. For Executive Assistants, that often means balancing high-priority work with urgent demands, all while keeping things running smoothly behind the scenes.

Here are five simple, effective strategies to help you maximise your time and impact without burning out:

✅ Time Blocking

Ditch the all-day to-do list and start assigning actual time slots in your calendar. Block time for deep work, responding to emails, quick admin, and meetings. This stops you from constantly switching contexts (which is a huge focus killer) and helps you get more done with less mental fatigue.

✅ The 80/20 Rule

Also known as the Pareto Principle, this one’s a game changer. Ask yourself: what 20% of tasks create 80% of the outcomes? That’s where your energy should go. Delegate, automate, or streamline the rest. You’ll get more done by doing less - strategically.

✅ Automate Where Possible

Repetitive tasks? There’s probably a smarter way. Use templates for regular emails, set up calendar booking links, and explore automation tools for recurring work.

Even small shortcuts (like canned responses or rules in Outlook) can save hours over time.

✅ Batch Similar Tasks

Jumping from task to task is exhausting. Instead, group similar types of work together. For example, block 30 minutes for emails instead of dipping in and out all day. This reduces mental load, keeps you in the flow, and helps you finish quicker.

✅ Set Clear Boundaries

Not everything is urgent - even if it feels like it in the moment. Be clear on your priorities and communicate them. Protect your time by learning to say, “I can help with that after X,” instead of reacting instantly. Boundaries support your efficiency, not block it.

Small adjustments like these add up quickly. You don’t need a total overhaul - just a few intentional changes to take control of your time and energy.

Which one do you already use? And which one will you try this week?

Nina 🌻