9 Things To Do on Sunday to Set Yourself Up for a Successful Week

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During the week, from the moment Executive Assistants wake up, until the moment their heads hit their pillows – they are on. I don’t mean they just show up to the office and sip coffee while scrolling through Facebook and occasionally answering the phone. I mean, they are responding to emails while they eat breakfast, scheduling social media posts as they slip on their stilettos, listening to leadership books while they grab a latte, and preparing for meetings between meetings. They don’t just show up, they step up, and step into any role that needs filled that day or any other day for their Executive.

It can easily get overwhelming if you don’t have measures in place to streamline your days and weeks. Like many Executive Assistants/Chiefs of Staff my weeks are packed. So I use the weekend to set myself up for a successful week ahead. Every Sunday I spend several hours planning and preparing for the upcoming week. I hope some of these ideas will help you enter the week feeling a little less stressed, more in control of your time and schedule, and even more badass than I know you already are. Here’s what works for me:

  1. Family Meeting – My family consists of myself, my husband, Bill, and our mutt, Karma. And we all show up at the dining room table at 11am on Sundays. Bill makes the coffee. I bring the calendar. Bill works at night and has an unpredictable schedule including several meetings and trainings throughout the week outside of his regular hours. And I often travel several times throughout the month. We both work a lot and could end up being two ships passing in the night if we didn’t make it a priority to get on the same page. Every Sunday we meet to go over our schedules in-depth to make sure we each have errands covered, know who is on doggy-duty, and in general just make sure we know where each other are during the week! We also plan at least one date night. At this meeting we also go over our financials. We have specific goals to pay off all of our debt by the end of the year, so we make sure we are on track and transfer funds into the appropriate savings accounts and discuss any big trips or expenses that are coming up (hello, taxes!). This has been such an important part of our marriage; I highly recommend you institute weekly family meetings.
  2. Schedule Workouts – As I mentioned in a previous post, fitness is a huge focus for me this year (and for the rest of my life!). I’m on day 18 of a 30 day workout program right now. Every week as I’m going over my schedule with Bill, I also make sure I am scheduling all of my workouts. Depending on my work schedule, after-hours events, and date nights, that sometimes means I have to work out the morning. Not my preferred time to work out, but I’ve got goals.
  3. Meal Plan and Prep – This is such a critical one for me. I am on a fitness and health journey to lose 50-60 lbs and change my lifestyle indefinitely, so making sure I have healthy meals and snacks prepared for the week is essential. I usually make quick snacks like hard boiled eggs and oatmeal energy bites, and portion out other snacks, such as trail mix, fruit, and veggies. I also prep and portion out all of my lunches (for example, quinoa, chicken and broccoli or pesto shrimp and sweet potato noodles). Dinners are usually the hardest for me. My husband works at night so I don’t have a whole lot of motivation to cook for just myself. So I make two meals on the weekend that can last the week or are really quick to make (like quiche and salad or turkey meatloaf and squash). Even if I don’t prep everything ahead, I have meals and snacks planned for each day so I never have to think about what I’m eating or when.
  4. Call Family – While you’re meal prepping and cooking, it is the perfect time to call  your parents, siblings, in-laws, best friends, etc. and catch up. Everyone’s in a good mood on a Sunday morning after a fresh cup of coffee.
  5. Review Executive’s Schedule – Every Friday afternoon and Sunday I review Adam’s calendar for the week. If I haven’t already, I will confirm any meetings and make sure there aren’t any outstanding items I need to get ready for his meetings or training events for the week. If there are any meetings that are out of the ordinary or that might need additional explanation, I will email him so he has all the information he needs.
  6. Prepare & Anticipate Questions – Every Monday morning I meet with Adam for one hour. I prepare any questions or important items on Sunday night after reviewing Adam’s calendar in order to maximize our meeting. We may go over presentations for the week, travel schedule, or move through a list of items I need a decision on. In addition to preparing questions for him, I make sure to anticipate his questions in order to have that information ready (such as number of registrations for an event, specific amenities at a hotel, or cost of a new insurance premium) so we can both move forward with our priorities for the week.
  7. Plan Outfits –  I am a huge proponent of the office uniform and basically only wear skinny ankle pants, a blouse, and a blazer in either black, white, or beige. Why over complicate it? I do like to fancy it up with some gold or turquoise jewelry and leopard print heels every now and then. I also look at my calendar and plan accordingly. If I have a presentation or important interview, I may go more business formal, then if I have a solo day in the office following-up on emails or writing content. Regardless, it’s still black, white, or beige. I may throw in some navy blue or gray just to switch it up a little. Perhaps you have a little more fun with your fashion than I do, which means it’s even more important to plan your outfits – including jewelry and shoes. One less thing to worry about during your whirlwind week.
  8. Plan and Schedule Social Media Posts – If you manage social media for your Exec or have an avid following of your own, then plan your content and schedule your posts ahead of time. I’ve used Hootsuite and Buffer to schedule posts such as inspirational quotes, thought provoking questions, articles or blogs of interest, career opportunities, upcoming training events, and personal photos or anecdotes. It’s not always perfect, and there are things that often come up in real time that are more relevant. But, this way, you always have content planned and ready to go to continue to build the brand, provide value, and increase engagement whether that is for yourself or your Executive. Real time events that come up (like the massive blizzard we had in Vermont this week) are just bonuses.
  9. Complete Weekly Goal Setting Sheet – Every Sunday, I outline all of my priorities and must-do projects for the week (both personally and professionally) and then make sure I have time-blocked those items into my calendar. I use a document call a 411 from the book The One Thing (which is a MUST read for increased productivity and better time management). Click here for a copy of the 411.

Most importantly, don’t forget to relax and refresh! Grab brunch with you best friend, read a good book, binge watch your favorite show, go for a hike with your partner, take your kids to the movies, get a massage, sleep in! Whatever your go-to is to decompress and rejuvenate… do that.

How to do you relax and recharge? What do you do to prepare for the week ahead?

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Top 3 Lessons I Learned in Las Vegas

Two weeks ago I was in Vegas for work with over 17,000 Realtors, executives, and administrative staff from around the world for a few days of intense training and networking for Keller Williams Realty’s annual conference, Family Reunion. We were only there for three full days, but it felt like three weeks! Each day was packed with masterminds, vision speeches, classes, and high level conversations. Mind expansion at its finest!

phone-and-coffeeThis is the fourth Family Reunion I’ve attended in the six years that I’ve worked with Adam, but this year was a little different. At previous conferences, I would obsessively study the agenda, pour over the class selections, and hurry from one breakout session to the next. But this year, I wasn’t there for the classes (which are all incredible!). I was there to make sure Adam had everything he needed for the two classes he taught (one of which was with the Founder and Chairman of the Board, Gary Keller!), to ensure that people who had questions for Adam were taken care of and followed up with, to handle social media in real time, and to network, network, network. My goal was to support Adam, to connect with leaders from around the country, and to scout for talent. And that is exactly where I thrive.

Now, while, I didn’t attend any formal classes, I still had some really big ahas while in Vegas. In fact, getting outside of my daily routine and having the time and space to think, and not just do, was critical. A different environment, a different routine, forces a different perspective and is invaluable in being able to think strategically and creatively. It also didn’t hurt that I got to spend three days with some of the best business minds in the country.

Here are the top lessons I learned while in Las Vegas:

  1. Choose your struggle.  On the plane, I read The Subtle Art of Not Giving a F*ck and one of the themes throughout the book was about deciding what you were willing to struggle with. What really drove this home for me was when Gary Keller said you are only five years away from wherever you want to be. Only five years. But those five years are not going to be easy. Success is not easy! It requires a lot of sacrifice and struggle. You just have to get on board with what you are okay not being good at for a little while. As a perfectionist, this is definitely not easy for me. But it did get me thinking…  I like to be comfortable, and I like to be uncomfortable. But I only like to be uncomfortable in the areas that I’m comfortable being pushed in. There are a few areas in my life where I consistently grow – anything related to work and my career. That was pretty clear to me. And the areas where I haven’t grown over the past few years? You guessed it, the areas where I wasn’t okay with being sub par, where I wasn’t okay being a beginner, where I wasn’t okay not being “the best”. The next question I asked myself was, “Well, are you willing to be bad at it for a while until you get good?” For some aspects of my life, the answer is no. I am not a very domestic individual and that is not an area I intend to struggle in – I’ll hire someone! I’m also not particularly tech savvy and while I wish I could navigate an Macbook Air like a boss, that is not a struggle I choose. What I do choose to struggle with is my health and fitness. I choose to struggle through workouts, struggle through repairing my nutrition, struggle through saying no to that second glass of wine. In five years, what was once a struggle, will just be my life. And then it will be time to choose a new struggle. That is the only way we grow.
  2. Talent is everything.  If we don’t have the right people on the right seat on the bus, we are never going to get where we want to go. You only know how great the individuals are in your organization based on the top talent you currently have. One of the benefits of attending national conferences is that you get to be around the best leaders in the industry. I very clearly saw the people I wanted to be in business with.   Empire builders are incredibly rare, yet we need to bring them into our world. I realized that in addition to making Adam’s life easier and him, as a leader, more effective, my 20% now needs to include better relationship management, more recruiting, and ultimately talent acquisition.
  3. Step up and own the role you want.  Being surrounded by top talent for three days really got me reflecting on whether or not was top talent. I concluded that I could be better. I love my career as Chief of Staff and have largely created the position that I currently have. But I want more. Therefore, I need to step up and own the role I want. While, I don’t actually want to change careers, I want to be a better version of myself, a better version of Adam’s Chief of Staff, and a better leader. This means elevating myself in all areas of my life. How? By taking ownership of my health and fitness, by dressing the part, by working on coaching and leading others, by joining a Board of Directors, by being vulnerable, and by not wavering from the standards I have for my life and career.

You control the course of your life with every choice you make. I choose to struggle. I choose to focus on my 20%. I choose to step up and own the role I want in business and in life. After all, we are only five years away from who we want to become and from where we want to be. But if I am purposeful, focused, and maximize my time, I think I can get there faster.

 

3 Things to Start Doing in 2017 and One Thing to Stop

blank-notebookOne of my very favorite things is a blank notebook. (Another favorite thing is the Pilot Precise V5 Rolling Ball Extra Fine black pen. Executive Assistants and their office supplies, am I right?) Back to the notebook… Empty pages to fill with ideas and plans for the future. And lists. Lots of lists. When the clock strikes midnight on December 31st, it’s as if the collective world population opens a fresh notebook. White blank pages. A fresh start. A new beginning.

What will you write in the pages? If the idea of a blank notebook is daunting, then here are 3 ideas to get you started for the new year:

1.  Put your health first. For the past six years I’ve been completely focused on building my career (in between buying a house, getting married, acquiring a dog) and during that time I’ve gained over 50 pounds and lost a lot of confidence. I am a project manager by nature. Put a task or mission in front of me and I will get. shit. done. The project I have failed to work on for the past several years is me. But doing so will have the most impact on the rest of my life.

Executive Assistants are some of the hardest working and most selfless individuals I know – which means they often put themselves on the bottom of their to-do lists. Family, friends, their Executive, and the company all come first. I want you all to turn that to-do list upside down. YOU must come first. Your health is everything. You can not achieve what you want or give to those around you at the level you want to if your health is not in check. I’m talking directly to myself here too! Your energy, mental clarity, and mood are all effected when you are not fueling your body with proper nutrition and exercising regularly.

If I accomplish nothing else this year, but this one thing, I will have succeeded. If you are struggling to get into a fitness routine or looking for some accountability, let’s connect and support each other.  I have started a private Facebook group where we can work together to put ourselves first, while still crushing the rest of our goals at work and at home.

2.  Create more than you consume. How many times have you gotten lost in the black hole of Instagram? We have become a society that just consumes, whether that’s binge-watching The Walking Dead, stock-piling toiletries from Costco, ordering take-out, or skipping from Instagram to Facebook to LinkedIn to Snapchat to Twitter and back again looking for another hit. I am just as guilty as the next person, perhaps more so.

But I challenge you to create! Journal, paint, build a bookshelf, plan a charity walk, start writing your novel, get certified to teach yoga, host a dinner part and cook!, make your own holiday cards, plant a garden, hell, build a chicken coop and get some chickens! Just create. We all have such unique gifts to offer. That doesn’t mean I don’t want you to share them on Instagram, but perhaps during your scheduled social media time (remember, time blocking is key!).

3.  Leverage all non-essential tasks. There are only 24 hours in the day. Focus on what only you can do better than anyone else and what you actually enjoy doing, and leverage the rest. At the end of the year, I started my NOT to do list. Those items can either become another individual’s job description OR perhaps areas where you can simply outsource or ask for help. For example, at the office I was able to leverage all social media and marketing by making a key hire. This applies to your personal life as well. Perhaps you hire a housekeeper, or the neighborhood kid to mow your lawn, or a college student to do personal errands for you once a week. I would much rather spend time with my husband, working on a project, or traveling to visit my niece and nephew, then cleaning the house or running errands. Life is too short to do the dishes. I mean, someone has to do them, it just doesn’t have to be me. This year, it is particularly crucial for me to leverage as many tasks as possible so that I can accomplish #1 – putting my health first. Every time you begin a task, stop and ask yourself if someone else could do it, then go find that person! I might mean asking your mother for help, but sometimes we’ve just got to do what we’ve go to do.

And here’s one thing to stop doing in 2017 – in fact, stop right now!

comparisonStop comparing yourself to others. There is a great quote that goes something like, “Don’t compare your beginning to someone else’s middle.” We are all flawed. Embracing those flaws is the first step in living a fulfilling life. We are all on our own journeys and you don’t know where someone else is on theirs. Everybody is better than you at something. The trick is to accept yourself and accept where you are on YOUR journey. It’s very easy to get stuck in our heads and think we’ll never be as good as whoever we’re comparing ourselves to. But there is no benefit in the comparison. In fact, it can actually paralyze you and derail you from your own goals. You stop yourself before you even get started because you don’t think you can ever be as fit as Jennifer Lopez (#bodygoals), as fearless as Indra Nooyi (#leadershipgoals), or as fun as Marie Forleo (#lifegoals). But we all must start somewhere. And if we don’t start, we’ll never be able to share our story and and inspire someone else along the way. Don’t get stuck in the comparison trap and just get started.

So what have you decided to tackle in 2017?  Are your goals big enough? If your goals don’t scare you, then you are not pushing yourself outside of your comfort zone and you’re not growing! None of my goals scared me, so I had to challenge myself to go back to the drawing board and think bigger. I’m still working through my my Future Self (a 3 year goal/visualization document) and making sure my goals scare the shit out of me. I hope you do the same.

Here’s to your best year yet! Cheers!