4 tried-and-true time management techniques for personal assistants

As a personal assistant, it’s easy to get overwhelmed by the tasks your boss sends your way. Effective time management is essential. These techniques will help you organize your daily work, projects and personal life.

Write down as much as possible. You might have the best memory around, but unless it's photographic, some things are bound to fall through the cracks.

Sometimes these are minor requests, like forgetting sugar in the coffee. But sometimes major tasks can slip your mind. You want to be sure you don’t end up missing something like a follow-up call to an important client.

Writing things down or storing them in task management software eliminates this problem. A written or digital archive of tasks helps you create a visual calendar, so you know exactly where your time goes, where you have space, and when you get to take a break.

Implement one of the time management systems available for businesses. There are different options available and many come with app support for mobile devices.

Doing so will provide you with a means of organizing your tasks. You’ll be able to work on them for specific amounts of time and understand how they relate to each other.

Keep time management apps on your phone. It doesn't matter what type of tool you use to keep yourself organized, as long as it’s readily available on your device.

An app-based time management tool shows you what you should be doing, allows you to check off your lists, and sends notifications on your daily schedule. It’ll make your life as a personal assistant much easier over the long run.

You also only need to enter recurring tasks into the system once. Assign a schedule to the tasks and they’ll auto populate to your calendar without further input.

Prioritize your tasks. Trying to get everything done at once will leave you overwhelmed and overloaded.

That’s why one of the most essential time management skills for a personal assistant is knowing what to prioritize. Some tasks should be done immediately, some are part of long-term planning and others fit in whenever you have the available time.

If you're not certain which tasks are the most important, assemble a to-do list and talk to your boss. Your priorities and his or hers may not be the same—theirs may depend on business and project goals you’re not aware of.

Being a personal assistant can be stressful—you’re the go-to person for whatever it is your boss might need. It’s also a job that gets easier with practice. Implement these tried-and-true time management techniques and you’ll be well on your way to meeting your deadlines and get tasks done.