Saas · Productivity

What software/services do you use with your assistants?

Aleksandra Czajka

June 9th, 2015

For those of us working with assistants and secretaries who answer email and help with administrative things, what software does everyone use? How do you manage your email when the assistant will need to reply emails on your behalf? How do you assure they only get access to the right emails that they won't change your password as they are at it? 

All advice welcome!

Michael Heflin CEO at Sensuron, LLC.

June 10th, 2015

MS Exchange because it will cover the basis and grow with you.  Any process or platform that you establish early is a disruption you can avoid later.  

Aleksandra Czajka

June 10th, 2015

What does MS Exchange do, Michael? Any assistance with dealing with email and giving access to only specific email types, etc?

Mamie Stewart Founder & CEO at Meeteor, Speaker, Change-maker

June 9th, 2015

I use Wunderlist to manage tasks with my assistant. We both LOVE it. We have a shared task list that I can put items in along with notes, attachments, etc. We can leave comments back and forth if needed and I am alerted as to when its done. 

As for email, I do not give her access to my email but instead either (1) forward emails with instructions if necessary or (2) respond with her added to the 'cc' so she can take it from there. Personally, I prefer to see all mail that comes in and it takes just a few seconds to forward and pass it along. I should clarify that she responds on my behalf but doesn't pretend to be me and responds from her own email.

The other thing she does is manage my calendar through google calendar. We established conventions for adding new meetings so that I'd always know who I'm meeting with, background info, etc. I gave her my preferences for best times for meetings, locations for meetings, including travel time, etc.

Lastly, we use Dashlane to manage passwords and credit cards. I create the 'entity' in Dashlane and then share it with her through their system so she can log in or pay on my behalf but doesnt know what my password is.


Michael Heflin CEO at Sensuron, LLC.

June 10th, 2015

This is the hosted version of Microsoft Outlook: email, task, calendar, contacts.  You will be able to give persision levels to your team memeber to access and edit if needed.  

Helen Adeosun

June 9th, 2015

Great question Aleksandra and when we talk on Thursday I'll mention it but we use Slack. It's free and amazing and my team of 5 loves it!

Alex Kim Tech @ Chatgrid

June 9th, 2015

I don't have assistants but I heard followings.

1) facts: MS Exchange server support mail box delegation. For gmail, forwarding  with send-as feature. 
2) For HR/finance/regulated email.  I heard S/MIME is a solution if available. For gmail, they solve using filtered forwarding. 
3) not solved or partially solved problem is mobile email case, how to handle the calendar from assistants' iPhone. 


Thomas CGCIO CGCIO / Certified Cisco Academy Instructor

July 6th, 2015

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