Files disorganised? Not sure where that important email has gone? Data all over the place? Sound familiar?
CEO’s, Managing Directors & Senior Leadership Teams have a daily deluge of information which comes at them from all quarters & it is often a challenge to ensure that relevant information is prioritised & actioned in a timely & efficient manner.
Therefore, what could the solution be to ensure that CEO’s, Managing Directors & Senior Leadership Teams are able to remain focused on their projects, running of businesses & reach targets; without becoming bogged down with information overload?
An Executive VA (Executive Virtual Assistant) could assist Senior Leadership in a remote capacity to take control of their data/inbox/postal streams & ensure that any CEO/ MD or SLT member is kept up to date in an efficient & easily accessible manner.
Here is one example of the way in which Helena Parrott – VA/Director Virtually Smart Ltd support’s CEO’s, MD’s & SLT members with their inbox administration & management.
Inbox Administration & Management: Email & Postal Communications
The stream of emails we all receive every day, is endless. Trying to keep abreast of daily inbox activity can be a challenge for most people, but if you are a Senior Manager, CEO, MD or a member of the Senior Leadership tiers; it can be overwhelming.
Therefore, how can you ensure that you are responding to relevant communications, filter out irrelevant phishing emails or postal communications & respond to important connections in a timely manner so as to not miss important opportunities?
Helena Parrott VA, could take control of your email inbox for you & once initial consultations about important projects, contacts & relevant connections have been formulated; Helena could set to task with creating a relevant bespoke system of capturing information for you.
First, Helena would build a series of inbox folders to capture & store information under different headings. These can also be prioritised by project, contact or connection relevance.
Secondly, Helena would filter out irrelevant information & unless otherwise instructed to keep it for future reading, would archive the information.
Thirdly & most importantly, Helena would then either respond to the prioritised list of connections & or projects in a timely & efficient manner on your behalf or, Helena would, using previous consultation & instructions from the CEO, MD or SLT, ensure that flags would be placed against emails needing attention directly from the CEO, MD or SLT members.
Furthermore, a daily list of priorities could be produced to ensure that whether it be a CEO, MD or SLT member they are kept perpetually abreast of the communications which have been received & the actions taken by Helena Parrott.
Although a high volume of contacts are made via email or direct messaging, there is still a considerable amount of postal communications which are sent to engage & inform.
Despite the fact that a VA is a remote worker, postal communications can still be processed. The easiest ways for a CEO’ MD or SLT member who is working with a VA to ensure that postal communications are received & processed effectively & efficiently, is to either set up a PO box in the physical locale of the VA or to re-direct post to the VA’s office location.
So, what happens next? There are several ways in which Helena could process the postal communications.
First, the sift. There is s till a lot of irrelevant & often ‘junk mail’ in circulation, especially seeking interaction with CEO’s, MD’s or Senior Leadership Teams. Dependant on what is agreed in the initial consultations & instructions, ‘junk mail’ can simply be destroyed or scanned & saved in monthly files for future reference.
Secondly, prioritisation & responses. One of the most important aspects of a CEO, MD, SLT & Executive VA relationship, is communication. Therefore, with regular meetings & updates, Helena could ensure that important & relevant postal communications are either responded to by her, or are scanned & forwarded to the CEO, MD or SLT member for further action. These scanned documents would form part of the prioritised daily updates, as mentioned before.
Ensuring that as a busy CEO, MD or SLT member you are able to remain focused on your daily targets is a priority. Therefore, having an Executive VA remaining on top of your daily inbox administration & management; could be a game changer when it comes to alleviating what could account to hours daily of reading & responding to email & postal communications.
If you are interested in working with Helena Parrott – VA/Director Virtually smart Ltd & feel that the Virtually Smart Team could support you, then please do contact Helena on T: 07954 994769 E: helena@virtuallysmartltd.com or contact us through our contact page.
Written by Katy-Jane for & on behalf of Virtually Smart Ltd.
