Best Practice - Time Management

Time management is a critical part of working effectively as an EA. With constant demands and shifting priorities, having clear strategies in place helps you stay in control, reduce overwhelm, and deliver consistent, high-quality support.

Here are seven best practices to help you refine how you manage your time. Some of these may already be part of your routine, while others might offer a fresh perspective. The goal is to find what fits your style, your workload, and the way you work best.

Prioritise with Purpose

Start your day by figuring out what really matters. Not all tasks are created equal. The Eisenhower Matrix is one way to do this - it helps you separate urgent from important. I love working with this one, but it’s not the only method. Look at tools like the ABC Method, Pareto Principle (that 80/20 rule), Kanban boards… there are heaps out there. Play around, pick what clicks, and make it your own.

Plan It Like You Mean It

A planning system that works for you is non-negotiable. Whether it's a digital calendar, a paper planner, or an app like Asana or Trello, get your tasks out of your head and into a system. 

Time blocking is brilliant for this. Allocate time for emails, meetings, focused work, and stick to it. And don’t fall into the multitasking trap - it’s not a badge of honour. It actually slows you down and leads to mistakes. Do one thing properly at a time.

Set Goals and Keep It Real

Having clear goals gives your day direction. Break big jobs into smaller steps, give each one a deadline, and chip away at it. You’ll feel more in control and it’ll be easier to measure your progress. Keep checking in with yourself and adjust when things shift - because they always do.

Cut the Noise

Distractions are everywhere, but you have more control than you think. Be honest about what’s pulling your focus - emails, notifications, constant interruptions? Put up some boundaries. Turn off pop-ups. Set times to check your inbox. You don’t have to be contactable every minute of the day, and saying yes to everything will burn you out fast. Protect your focus like it’s gold.

Delegate Smart

You don’t need to do it all. Delegating (when you can) isn’t a sign of weakness - it’s smart. If someone else can handle a task, let them. Communicate clearly, set expectations, and follow up when needed. It also gives others the chance to grow. And if there’s no one to delegate to? Then be ruthless with what you say yes to. (That’s a whole other conversation!)

Let Tech Do the Heavy Lifting

Tech is there to make life easier, not more complicated. Use automation tools, filters, templates - whatever takes tasks off your plate. Explore what your current systems can already do before adding more tools. Keep things simple, but efficient.

Check Yourself

At the end of each week or month, take five and reflect. What worked? What felt clunky? What stole your time or drained your energy? Make tweaks as you go. Time management isn’t something you “get right” once and never touch again - it’s something you keep shaping as your role evolves.

My Final thoughts.

Best practice isn’t about following a strict formula - it’s about finding the right rhythm that fits your role, your executive, and your life.

Try things, adjust, and review. Then repeat. 🌻