Start with the work that repeats
Start with the work that repeats. Count meetings, approvals, follow up, travel changes, and preparation time instead of treating every request as an equal unit of effort.
Add a small record for interruptions and rework
Add a small record for interruptions and rework. Those entries show why a calendar that looks open can still leave no safe capacity for another executive priority.
Review the forecast with the accountable leader each week
Review the forecast with the accountable leader each week. Change the assumptions when demand changes, and keep the support role from quietly promising more access than it can provide.
Related resources
Read also: executive support capacity planning worksheet and executive priority management support.
Frequently asked questions
What should support own?
Support should own recurring coordination and preparation with a clear output, owner, and escalation boundary.
When should support escalate?
Escalate when work creates a new commitment, involves sensitive information, exceeds agreed authority, or has no accountable decision-maker.
How should the workflow improve?
Review real misses and rework, then change one rule, template, or handoff that addresses the evidence.
Ready to define the role?
Use a recent leadership week to scope the support that would make the biggest difference. The consultation is a working conversation, not a generic pitch.
Book a consultation