Does your role feel like you’re playing Whack-a-Mole?
For the majority of assistants, firefighting is a stressful but necessary part of the role.
However, we also know that it’s the planning, preparation, and proactive work that elevate you to a strategic business partner.
So how can you make time for that, when every day feels like an endless string of urgent tasks?
The reality is, strategic contribution doesn’t just happen. It requires a mindset shift: transitioning from reactive to proactive, from task-oriented to value-driven. And this shift is only possible when you intentionally carve out time for it in your schedule.
When you’re stuck in reactive mode, you’re only ever one step ahead of the next crisis. But by dedicating time to planning and preparation, you create breathing room for you and your executive.
Scheduling regular check-ins to discuss upcoming priorities, allocating time for in-depth planning, and proactively addressing potential risks help you stay ahead of the game. And it doesn’t mean the end of spontaneous problem-solving; it means having a structure in place that reduces the frequency and impact of those emergencies.
You’re not just keeping the wheels turning; you’re optimising and refining how they turn. From designing new workflows to implementing efficient processes, this is where the most impactful changes happen.
Set aside time to evaluate the current processes, identify bottlenecks, and develop solutions. Every process you create or improve reduces unnecessary work later and allows you and your exec to operate more efficiently. Strategic insights don’t come from thin air. They’re the result of research, data analysis, and a deep understanding of your executive’s goals and the business landscape.
Allocating time to research trends or assess new tools or approaches not only keeps you informed but empowers you to offer data-backed recommendations. Put time on your calendar for research and development to bring proactive ideas to the table rather than only reacting to issues as they arise.
The best assistants aren’t just looking at today—they’re thinking months and even years down the line. This kind of vision requires intentional time to think and strategise. Blocking time to plan for the future and to align your work with where the business is heading ensures you’re not just a helper but a partner.
It’s easy to get lost in the day-to-day. But the assistants who truly stand out are those who make the time to be proactive. By shifting your mindset from firefighter to strategic partner and calendaring the time for planning, analysis, and future thinking, you create space to elevate not only your role but the entire organisation.
So the next time you feel like you’re playing whack-a-mole, take a step back. Decide which mole really needs whacking, and which ones could be prevented altogether with a little strategic foresight. Follow me, Lucy Brazier OBE for insights into the administrative profession.
