The Calbria Minute - Bite Sized Tips for Busy Leaders

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.

The One-Page SOP: Turn Chaos into Repeatable Results (1-minute read)

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

Convert ad-hoc work into repeatable outcomes in 15 minutes. Your VEA drafts; you approve. Keep it to one page so people actually use it.

What goes on the page (9 fields)

1. Purpose – the outcome in one sentence

2. Owner – person accountable

3. When it runs – trigger/frequency

4. Inputs – files, data, approvals needed

5. Steps – 5–7 bullet actions, first word = verb

6. Quality bar (DoD) – how we know it’s done right

7. SLA & timing – start/finish windows, handoffs

8. Tools/Links – templates, folders, systems

9. Exceptions & Escalation – what to do when it breaks
   (Footer: Version, author, last review date)

15-Minute Build (VEA-led)

• 0–3: Capture Purpose, Owner, Trigger

• 3–8: Draft Steps (5–7 max), add Inputs

• 8–10: Define Quality bar + SLA

• 10–12: Link tools/templates; add escalation path

• 12–15: Test once, time it, finalize version/date

Copy/Paste One-Page SOP (template)

• Title: [Process Name] • Owner: [Name] • Version/Date: [v1.0 | YYYY-MM-DD]

• Purpose: [Outcome]

• When it runs: [Trigger/Frequency]

• Inputs: [List]

• Steps:

  1. [Verb + action]

  2. [Verb + action]

  3. …

• Quality bar (Definition of Done): [Checklist]

• SLA & timing: [Start/Finish windows]

• Tools/Links: [URLs, folders, templates]

• Exceptions & Escalation: [If X, do Y; escalate to Z]

💡 Pro tip: Limit steps to what a trained new hire can execute on first try. If you need screenshots, link them—don’t bloat the page.

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

#Meetings #ExecutiveSupport #Leadership

The Calbria Minute - Bite Sized Tips for Busy Leaders

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

The Calbria Minute - Bite Sized Tips for Busy Leaders

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.

From Meetings to Momentum: Agendas That End with Action (1-minute read)

Make every meeting produce decisions, owners, and deadlines. Use this fast framework with your VEA as prep + scribe.

24 Hours Before (VEA Pre-brief)

• Send one-page packet: purpose, 3 desired outcomes, attendees, pre-reads.

• Gatekeeping: No pre-read, no speaking role.

• Assign roles: Decider, Owner(s), Timekeeper, Scribe (VEA).

Agenda Design (Timebox the Flow)

• Opening (5 min): confirm outcomes, decision rule (e.g., “one-decision by majority”).

• Discussion (15–25 min): 1 topic ⇒ context (2), options (5), debate (10), decision (5).

• Parking Lot: capture off-topic items; never derail the clock.

In-Room Protocols (Momentum > Minutes)

• Start with outcomes on screen; end each topic with Decision / Action / Owner / Date.

• Limit screens to one tab; no live-document rabbit holes.

• The VEA updates the Action Log live.

Close Strong (2-Minute Wrap)

• Read back commitments: Who / What / When / Next Block on Calendar.

• Confirm follow-ups and the next milestone date.

• End on time; early is a win.

After the Meeting (Within 30 Minutes—VEA)

• Send Decision & Action Summary (bulleted, skimmable).

• Create tasks in your system (Asana/ClickUp/Monday), assign owners + due dates.

• Book prep blocks for owners; file Parking Lot to the right forum.

Copy/Paste Agenda

1. Outcomes (3)

2. Decision Rule

3. Topics (timeboxed)

4. Parking Lot

5. Decisions & Actions recap

💡 Pro tip: Put a standing 15-minute “Decision Review” on Fridays. Your VEA brings the action log; you clear blockers and keep projects moving without another big meeting.

👉 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

The Calbria Minute - Bite Sized Tips for Busy Leaders

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.

15-Minute Daily Brief That Sets Your Week Up to Win (1-minute read)

Run this quick morning ritual (M–F) to align with weekly goals, protect deep work, and keep decisions moving—with your VEA handling the follow-through.

Minute 0–2: Align on Weekly Outcomes

• Glance at your 1-page dashboard (goals, KPIs, top projects).

• Set today’s Big 3 priorities that advance this week’s outcomes.

Minute 2–6: Calendar Control

• Accept/decline/move meetings; add buffers and prep blocks.

• Protect 1 deep-work block; mark items needing pre-reads or decks.

• Quick directive:
  “VA: move the ops sync to Thu, add 30-min prep before the board call, request the pipeline deck v2.”

Minute 6–9: Inbox Triage (No Writing)

• Scan VIP + urgent only; everything else → your triage system.

• Tag items Today / This Week / Waiting / Archive for your VEA.

• Quick directive:
  “VA: draft replies for A/B, schedule intro with C, nudge D on contract.”

Minute 9–12: Unblock & Decide

• Approve budgets, green-light tasks, pick 3 decisions you’ll make today.

• Note blockers for your VEA to resolve before noon.

Minute 12–15: Send the Brief & Start

• Record a 60-second voice note to your VEA:

• Big 3: [priority 1/2/3]

• Moves: reschedules, prep, follow-ups

• Decisions today: [list 3]

• Blockers: who/what to chase

• Close everything except the work tied to your Big 3.

💡 Pro tip: Have your VEA prep a Daily Brief packet by 8:00 AM (dashboard, calendar conflicts, VIP emails, decision queue). Put this ritual on a recurring 15-minute calendar block and you’ll win the week by lunchtime.

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

#TimeManagement #CEOProductivity #ExecutiveAssistant #Delegation #CalbriaMinute