Smarter Week

How to automate it

How to automate “keep track of follow-ups and deadlines for my executive”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

20 min
typically, every day
50%
of the time can be automated
Easy
to set up

Fix 1 of 2

Process fixBest fix

Keep one shared follow-up list with your executive

One list you both see, fed by meeting action items, replaces memory and scattered notes, and a short weekly check keeps it honest.

Typically saves about 30% of the time20 min to set up
  1. 1Create a shared list (Microsoft To Do or Planner, Asana, Notion or Todoist).
  2. 2Add every action item from meetings, using the AI notetaker recap.
  3. 3Flag follow-ups with a date and who is waiting.
  4. 4Review it together for 15 minutes each week.

Tools: Microsoft To Do or Planner · Asana · Notion · Todoist

Fix 2 of 2

AI

Let an AI notetaker write the notes and the recap

A notetaker records the meeting, writes the summary and action items, and you send the recap in one click.

Typically saves about 75% of the time15 min to set up
  1. 1Check which notetaker your company allows: Copilot in Teams, Zoom AI Companion, Google Meet "Take notes for me", Otter, Fireflies or Granola.
  2. 2Turn it on for your recurring meetings and tell attendees it is on.
  3. 3After the meeting, review the action items and fix names or owners.
  4. 4Send the recap straight from the tool, or paste it into email or chat.

Tools: Copilot in Microsoft Teams · Zoom AI Companion · Google Meet "Take notes for me" · Otter, Fireflies or Granola

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Executive assistant

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Executive assistants