5 Tools to Set Your Assistant Up for Success

You just hired an Executive Business Partner or Force Multiplier. Congratulations! Now, how do you set them up for success from day one?

Over the course of the last decade, we have consistently utilized five game-changing tools with our new executive support professionals (heck, we use these tools with all new team members and leadership!). Let’s dive into each one and learn exactly how it benefits your strategic business partnership.

1. 30-60-90 Day Plans

The first 30, 60, and 90 days are crucial for any new hire, and are particularly critical for strategic partners. Those first 90 days set the precedent for the rest of your partnership. Leaders, use these templates to clearly lay out your expectations for your new Force Multiplier. Force Multipliers, use these templates as a guideline of responsibilities and results to hit, in order to set yourself up for success in your new position. The 30-60-90 Day Plan is a great way for leaders and their executive business partners to stay in alignment, as well as track achievable learning outcomes and actual deliverables within the first 90 days. If done correctly, this plan should allow your assistant to get up and running quickly, while also giving the leader confidence that they made the right hire. Download sample 30-60-90 Day Plan Templates here.

2. User’s Manual

The User’s Manual is a quick start guide for how others can best work with you. It’s important for others know what you do and even how you can help them. It is equally as important for those you work closely with to understand your strengths, weaknesses, quirks, how you approach problems, etc. The User’s Manual covers the following categories: Strengths, Weaknesses, Quirks, Values, Expectations, and How You Work. Download a copy of the User’s Manual worksheet here.

A User’s Manual is a great communication and relationship building tool. You can either share your User’s Manual and the User’s Manuals of the team they will be working with with your new assistant before they’re hired or right away (usually on their first day). It will help them get acquainted with their new supervisors and co-workers quickly to start the relationship off right and answer any questions they may have about how best to communicate with their new team.

In addition, I recommend you have your new employee complete their own User’s Manual within the first week. It’s a quick way for you to get to know them and it’s a great reference to look back at when needed, especially over those first 90 days. For more information about how to use a User’s Manual, click here.

3. 5 Daily Accountability Questions

The 5 Daily Accountability Questions is a communication tool we use with all of our team members. I have all of my direct reports email me their questions at the end of every day. In turn, they have their staff members email these questions to them, and so on, throughout the organization. I have emailed my daily questions to Adam for years! It creates a really great cadence of accountability.

Get the 5 Daily Accountability Questions and additional information here.

Force Multipliers: Answer these questions every day to share your accomplishments and your struggles, to highlight your problem solving abilities, leadership, and focus, as well as where you would like to grow next. The 5 Daily Accountability Questions are part of my visibility strategy.

Leaders: Have your direct reports send their answers to you every day. Then have their direct reports do the same, and so on. Stay in curiosity, out of judgement, and offer help where you see it might be needed. This is a great tool for leaders to keep a pulse on their team members, as well as for employees to increase their visibility and strengthen their relationship with their leader.

4. Weekly Execution Plan

I have completed a Weekly Execution Plan every week for almost 13 years. It is the must-have tool that I use to stay on track with my personal and professional goals and priorities. I believe it has had a direct impact on my career growth and the overall success of the various entities under the Adam Hergenrother Companies portfolio. The weekly execution plan – which features yearly, monthly, and weekly planning – will help make sure that you never miss a beat. You can download a free Weekly Execution Plan template here. You can also get more information about how to use a Weekly Execution Plan here.

5. Investing In Your Strategic Partnership

There are a lot of ways to invest in your business, and I believe that investing in your strategic partnership is the #1 investment you can make in your business – both in the short term and long term. Maybe you’re thinking about hiring your first assistant, or you’ve just hired your first assistant, or maybe you’re looking to build a stronger strategic partnership with your current assistant. No matter where you are, it’s important that you dedicate time to your parter’s (and your partnership’s) growth.

As much as Executives want their assistants/Chiefs of Staff/Force Multipliers/Executive Assistants to be able to read their minds and anticipate their every need while never asking a question and simultaneously creating efficiencies in the office and coming up with ideas on how to maximize their time and help the company grow… all within the first hour, a true strategic partnership takes time and a whole lot of work! Show your Force Multiplier you are dedicated to their growth.

Make the time and invest the money. You won’t regret it.

Get started today by downloading, reviewing, and implementing all of the resources mentioned above. In addition, grab two copies of The Founder & The Force Multiplier. Read the book together. Compare notes. Use it as a catalyst to engage in fierce conversations and implement new ideas, together.

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