Kimberly Callahan Kimberly Callahan

The Calbria Minute - Bite Sized Tips for Busy Leaders

A weekly blog with quick tips to help busy leaders save time, reduce costs, and leverage Executive VAs to streamline their business.

A weekly blog delivering quick, practical insights for busy leaders. Each post shares strategies to maximize your time, cut operational costs, and show how an Executive Virtual Assistant can streamline your business so you can focus on growth.

25 Tasks Your Executive VA Can Own by Friday (1-minute read)

Stop carrying everything yourself. Send this checklist to your VEA; they’ll confirm owners, deadlines, and tools—then run it.

📅Calendar & Meetings

  1. Rebuild calendar with buffers & prep blocks

  2. Hold/confirm key meetings + decline low-ROI events

  3. Standardize agendas (outcomes → options → decision)

  4. Live action log during meetings

  5. Recurring weekly planning block

📧Inbox & Communication

  1. VIP filters + 4-folder triage (Today / Week / Waiting / Archive)

  2. Draft replies from templates (intros, confirms, declines)

  3. Follow-up tracker with auto-nudges

  4. Daily executive summary (5 bullets, 5 links)

  5. Signature & out-of-office standards

🗂️Projects & Ops

  1. Task board setup (Asana/ClickUp/Monday) with SLAs

  2. SOP library: name → purpose → steps → owner

  3. Vendor coordination (quotes, SOWs, renewals)

  4. Weekly status roll-up (green/yellow/red)

  5. Document control & versioning

💵Sales/Client

  1. Pipeline hygiene (next step + date on every opp)

  2. Schedule intros/demos; send decks

  3. Proposal shells updated; e-sign ready

  4. CRM notes from calls (bullets + tags)

  5. Renewal & upsell reminder cadence

✈️Finance/Admin & Travel

  1. Expense capture + monthly reconciliation pack

  2. Invoice sends + past-due nudges

  3. Subscription audit (cut or downgrade waste)

  4. Door-to-door travel itineraries (files, contacts, holds)

  5. W-9/COI file room, always current

🎯How to Delegate ( takes 60 seconds): “VA: Own items 1–25. Start with 6, 11, 21. Send a daily 4:45 PM summary: wins, blockers, decisions needed. First checkpoints EOD Wednesday.”

💡 Pro tip: Pick three recurring drains (calendar, inbox, follow-ups). Make them your VEA’s first SLAs. You’ll feel the lift by Friday.

👉 Ready to reclaim your time? Find Your Perfect Assistant Today → Unlock the Calbria Matchmaker Model™ and get paired with your right-fit executive assistant.

#Meetings #ExecutiveSupport #Leadership

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