Our team of top EAs has been putting AI to the test. And while it makes its fair share of faux pas, the right tools and approach can make artificial intelligence an excellent co-pilot.
Note that we said co-pilot, not autopilot. Here’s why.
AI tools can be great for simple or recurring meetings — which will help you focus your time and attention on more complex and nuanced scheduling. AI tools still need to be double-checked before you hit “send.”
For example, see how ChatGPT completely mixed up a scheduling request from our team.
In this article, you’ll find three essential tips for any executive assistant looking to optimize scheduling efficiency, master time management, and make your job more enjoyable. (As long as you, the human, still maintain the final say!)
First up, you need to find your perfect match—which can be much trickier than it sounds.
Tip 1: How To Find Your Perfect Match For AI Scheduling
At its core, AI thrives on automation.
Those repetitive, daily tasks? AI can manage them without breaking a sweat. Imagine a world where your recurring tasks, like sending reminders or scheduling weekly meetings, are automatically handled. Where your calendars can manage themselves!
Tools like Motion, Clockwise, Scheduler AI, and dozens of others seem enticing. But in a swarm of AI tools and with new ones hitting the scene every week — how does an EA find their perfect match?
Think of it like trying to find the right pair of shoes. You want something that fits your lifestyle, works with your wardrobe, is comfortable to wear, and is affordable!
AI tools are similar — you’re looking for four things:
- Features that sync with your day-to-day work
- Integrations that pair with other tools you use
- User-friendliness
- Fits within your budget
Before you hit Google to see what’s out there, build your own criteria.
- What features are must-haves? Which are nice-to-haves?
- What tools do you know it needs to integrate with to work for you? Google Suite? Zoom? Microsoft Teams? Slack?
- Do you need it to work on your phone or tablet in addition to your computer?
Then, start your search!
Dive deep into reviews, ask for referrals, try before you buy. A tool tailored to your needs can be your perfect productivity co-pilot. But a tool that doesn’t have what you genuinely need will leave you feeling stuck on the runway.
Read more: 50 Powerful ChatGPT Prompts For Executive Assistants To Boost Productivity
Tip 2: Automate Meeting Summaries + Actionable Insights
As an executive assistant, one of the most time-consuming post-meeting tasks is distilling discussions into understandable notes, organizing action items, and assigning follow-ups. But what if you didn’t have to do it all?
Imagine this: Once a meeting concludes, an AI tool scans through the recorded and transcribed conversation. Then, out pops a structured summary.
Key points from the discussion, decisions made, and the sentiment of the conversation are all neatly presented in a matter of seconds.
But it doesn’t stop there. The AI system can recognize phrases that:
- Indicate tasks (“John will follow up with…”)
- Set reminders (“Let’s revisit this next week…”)
- Mention further inquiries (“Can we get data on…?”)
Once recognized, these tasks are automatically cataloged, and reminders are set, ensuring no detail is overlooked.
Tools like Fireflies.ai and Otter.ai are making those dreams a reality. Even Zoom is adding a Smart AI Companion to “join” your meetings.
AI-powered tools are ideal for situations like these. After all, how much better would you be able to listen, anticipate potential problems for a given course of action, or ask questions that may have been missed?
Plus, you do more than save time. You ensure accuracy and comprehensiveness. Instead of getting bogged down by manual note-taking, you can focus on facilitating follow-through and helping teams maintain momentum post-meeting.
Tip 3: Test, Tweak, and Test Some More
Finally, we all know the world is unpredictable! And an EA’s life is no different.
Adjustments, last-minute changes, and shifting priorities are par for the course. AI can certainly track and manage these changes, but discerning which adjustments warrant a rescheduling versus a simple notification requires your judgment.
That’s why testing and iteration are key. If a tool isn’t capturing the dynamic nature of your scheduling adequately, it’s time for a revisit.
A good rule of thumb? We suggest that if more than 20% of your tasks need manual intervention, it’s time to reassess. But that’s the nature of the game!
Maybe someday there will be a rockstar executive assistant made of ones and zeroes… but we doubt it! For now, AI is most useful for scratching limited-scope tasks off your to-do list.
Become A Future-Proof Executive Assistant
Let’s face it, AI is here to stay. Which simply means now is the perfect time to master the tech and learn how to put it to work for you.
As the tools become more powerful, feature-rich, and user-friendly, your productivity will soar. And with it, your productivity and effectiveness.
That’s why we’re always challenging ourselves to grow and find better ways to work at Boldly. There will never be a substitute for smart people who love taking on new challenges, learning, and helping their clients win. And that’s what a future-proof EA looks like.
