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Howdy, 🤠
Last week, I took the week off from the newsletter. I’ve been so busy pouring into everyone else’s cup that mine was bone dry. I even told a friend I was feeling guilty for not sending an issue, and they suggested batching my content to avoid the scramble.
Here’s the thing… I don’t batch. I write every issue the week before, or whenever my writer’s block decides to release me, because I like to address things as they come up in our EA world. That real-time feel is part of the magic for me. 🪄
But her comment got me thinking… EAs could (and should) automate a lot more than we do. Well, that… plus our AMA with Cortney Hickey for our Inner Office members this week, made me realize it’s time to talk about starting small with automation, not just for our execs, but for ourselves.
This week, we’re diving into how you can stop being the human reminder service and start letting tools do the heavy lifting.
With love, and lots of coffee ☕
Chrissy
🚀 Where to Start: Low-Lift Automation Wins
If “automation” makes you picture some complicated AI robot that requires a 14-step setup… relax. I’m talking about quick wins you can set up in under an hour! The kind that save you time every single week without becoming a project in themselves.
Here are a few “low hanging fruit” options you can steal right now:
1️⃣ Automated Meeting Recaps
Use tools like Fathom, Otter, or Fireflies to transcribe your meetings, highlight key points, and send a recap to attendees without you lifting a finger.
💡 Why it’s great: No more “Hey, can you send me the action items?” emails clogging your inbox.
2️⃣ Slack or Teams Auto-Messages
Use Slack Workflow Builder or Power Automate to post recurring reminders (like “Submit expenses” every last Friday of the month) to the right channel.
💡 Why it’s great: You stop being the human Post-it note for your team.
3️⃣ Auto-Generate Zoom Links for Every Calendar Event
In Google Calendar or Outlook, set a default so every new meeting automatically has a Zoom/Teams link.
💡 Why it’s great: No more scrambling for a link when the meeting starts in 30 seconds.
4️⃣ Auto-Create To-Dos from Emails You Flag
In Outlook or Gmail, integrate with Todoist, Asana, or Microsoft To Do so that when you star/flag an email, it instantly becomes a task in your to-do list.
💡 Why it’s great: No more forgetting to follow up because something got buried in your inbox.
If you start with just one of these, you’ll immediately feel the difference, and the best part is, you don’t need IT approval for most of them.
🛠 EA Automation Toolbox
A few of my go-to tools for working smarter, not harder:
Vimcal EA – Smartest AI calendar tool out there (Free Time Finder, travel time logic, EA-first design).
Reclaim.ai – Blocks focus time and moves it automatically when meetings shift.
Notion – Powerful, but only worth it if you have the time to build it right (otherwise: nope).
Fathom – Free meeting recorder with instant summaries + follow-up emails.
Clockwise – Auto-schedules focus time, lunch breaks, and even “no-meeting” holds.
Superhuman – The sleekest way to hit inbox zero — fast.
Zapier- Connects your apps so they work together automatically. Think: save email attachments to Drive, turn form entries into tasks, or add calendar events to your project tracker, no coding needed.
FollowUpThen – Email-based reminders you schedule right in your “to” or “bcc” field (e.g.,
[email protected]).💡 Pro tip: Don’t try to use them all at once. Pick one, master it, then add another to your stack.
📩 Bonus Automation to Steal: VIP Email Alerts in Slack
If certain emails need your eyes immediately (think: your exec, CFO, or that one vendor who only emails in all caps), you can build a Slack workflow so those messages ping you instantly in a dedicated Slack channel.
Here’s a step-by-step from Julianna Kobs on LinkedIn that walks you through it: How to Build a VIP Email Alert in Slack
💡 Why it’s great: You’ll never miss a high-priority email — and you can stop living in your inbox.
💬 Inside The Inner Office
If you’ve been nodding along to this newsletter thinking, “I wish I had people I could swap ideas with who actually get it” — you do. They’re in The Inner Office.
Our private Slack community is where top-tier Executive Assistants, office pros, and operational brains go when they’re done flying solo. It’s not just networking — it’s your personal think tank.
Here’s what’s waiting for you inside:
💡 Real-time advice from pros who’ve navigated every exec quirk imaginable
🔍 Deep-dive threads on tools, workflows, and leadership support strategies
📎 Shared resources like scripts, trackers, and swipe files you can plug-and-play
🧠 Monthly AMAs + member-led problem-solving sessions
✨ Zero ego, maximum collaboration — we’re here to help, not compete
Whether you’re untangling a double-booked calendar, negotiating a raise, or planning a last-minute offsite, there’s someone inside who’s been there and will walk you through it.
➡️ Want in? Join The Inner Office.
🎶 Song of the Week: Cheap Thrills – Sia
Because sometimes the best productivity boost isn’t another coffee… it’s a 3-minute solo dance party.
