It is incredible how taking away even one trivial task can help with energy focusing. In EA role, we often think about delegation as something we do only with humans. But you can delegate to AI and systems, too. When I started working with my executive, she was tracking employee leave manually with a Google Sheet. At first, it was manageable. But as we grew to 30 employees, it became overwhelming. I knew I had to put my automation skill to work🤗 How the System Works ​Airtable database automatically calculates PTO balances so no one has to do manual math. ​I created two separate portals. Employees have a simple form to request time off and see their own balance. My executive has a high-level dashboard to approve or reject with one click. ​When a request is made, she gets an email. When she makes a decision, Zapier sends a personalized email to the employee with the next steps and feedback. Since my contract is ending soon, my goal is to leave her with a self-operating executive office. Before I wrap up, I’ll be building: ​Expense Reimbursement Tracker: A no-friction way for the team to submit receipts and for the executive to approve them in seconds. I am so happy to have come across this community Demo if the workflow: https://youtu.be/SCaIJ2b6s3g?si=q94acprzK_nHtMEr

Been using it for 3 months now and genuinely can't believe more VAs aren't talking about it. Otter and Fireflies both cap you on the free plan Fathom doesn't. full video recording, auto transcription, meeting summaries, all free. I set it up for two of my clients and they stopped asking me to manually take notes entirely. if you're still doing meeting notes by hand or paying for a tool that does this stop. takes about 10 minutes to set up and it just runs in the background. one of those tools that makes you look way more professional without any extra effort.

Finally landed a client who wants me to manage their inbox + draft replies using AI. I’ve been using templates + tweaking with AI and it’s working okay so far. But I’m wondering how do you guys keep replies from sounding too “AI-ish”? I still feel like sometimes it’s too polished and not “them” enough.

A good rule:→ 15–30 minutes max for a sample task→ clarify the scope before starting If it’s something bigger, I usually say:“Happy to do a paid trial instead” Serious clients respect that. The ones who don’t… usually aren’t ideal anyway.

Did your client push back at first or were they okay with it? I always feel like I have to reply instantly or I’ll lose them.