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Executive Assistant Tools & Tips for Organisational Perfection - YouTube
Channel: EA How To
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when it comes to keeping track of the
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many and varied tasks and ei needs to
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handle on a daily basis how do you stay
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on top of it all how do you make sure
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nothing slips between the cracks
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there are countless platforms and apps
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for task management collaboration lists
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and reminders it's easy to become
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overwhelmed by choice and paralyzed
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trying to determine the best solution
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for you today I'm going to share with
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you the two things you need to consider
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when finding the right organizational
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method and the three tips I live by to
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maintain my position as chief
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organizational officer the first thing
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you need to consider is your company
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systems does the organization have a
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policy when it comes to things like task
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management whether you like that system
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or not you may need to deal with it the
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second thing you need to consider is
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what works for you so today rather than
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focusing on the many corporate systems
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you may be faced with I'm going to share
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with you what works for me and the three
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platforms I use all day every day
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number one is Trello no one else that I
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know of in my organization uses Trello
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this isn't a company system but it is
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the one that I can't live without Trello
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allows you to create boards collaborate
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set reminders utilize checklists and
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create customizable categories there's
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really so much you can do with it and
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it's free and it's really really easy to
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use if you would like a detailed
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screencast showing how I set up a
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managed Trello then please let me know
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in the comments and I can do that just
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briefly you can see that I organized a
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lot of travel and I have a travel list
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on my board and then cards for each
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individual trip if you click on the card
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you'll see all of the details and the
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checklist you can set a due date add
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labels all kinds of things as I said I
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am happy to do a detailed video about
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how I use Trello
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so please pop a message in the comments
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below if that's something you would like
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to see the second thing I do to ensure I
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stay organized is practicing disciplined
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inbox management my three rules for
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inbox management are number one the only
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item is allowed to remain in my inbox
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are items I'm actively working on for
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example a board member has requested a
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meeting with the CEO and I'm exchanging
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logistical information with another ei
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the most recent email in that thread
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stays and the others are removed once
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the meeting is confirmed and a calendar
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invite has been sent the entire thread
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is then moved to my done folder which
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brings me to rule number 2 have a folder
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for everything
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I don't delete emails because I want all
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emails to be easily searchable so
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everything I would normally delete is
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dragged into the done folder this keeps
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my inbox clear and my mind at ease
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knowing that all emails will remain
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easily searchable other examples of
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folders I have our IT finance venues
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Christmas party planning
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HR receipts and folders for each
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individual trip I have booked to keep
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track of all travel related emails so an
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example if my boss is traveling to Paris
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I will have a travel sub folder labeled
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Paris 28 November in that folder I
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locate hotel confirmations flight and
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train itineraries conference attendants
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confirmations and any other emails
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relevant to that trip my third and final
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rule is never procrastinate on replies
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emails should be responded to within 24
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hours and then moved to the relevant
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folder
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this makes rule number one super easy to
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adhere to the third thing I do every day
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is check the calendars thoroughly I
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check for conflicts and make sure all
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calendar items have sufficient
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information for example all of my exits
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travel plans go on his calendar
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a calendar entry for a flight will
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contain the booking reference and the
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e-ticket an entry related to an Airbnb
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booking will contains their Airbnb house
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manual and check-in instructions so
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that's it for today if you have any
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questions at all please do pop them in
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the comments below and I'll respond and
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who knows I may even make a video to
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answer your question I would also love
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to see your comments with your favorite
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organizational tips and tools so please
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do comment like and subscribe until next
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time I'll see you in the next video bye
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