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What software/services do you use with your assistants?

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!

7 Replies

Helen Adeosun
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Helen Adeosun Entrepreneur
Co-Founder and CEO of CareAcademy.co
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 M Kim
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Alex M Kim Entrepreneur
Tech @ Chatgrid
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.


Mamie Kanfer Stewart
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Mamie Kanfer Stewart Entrepreneur • Advisor
Founder & CEO at Meeteor, Speaker, Change-maker
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
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Michael Heflin Advisor
CEO at Sensuron, LLC.
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
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Aleksandra Czajka Entrepreneur
Freelance Senior Software Engineer, Developer, Web Developer, Programmer - Full Stack
What does MS Exchange do, Michael? Any assistance with dealing with email and giving access to only specific email types, etc?
Michael Heflin
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Michael Heflin Advisor
CEO at Sensuron, LLC.
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.
Thomas I. Parrish IV, CGCIO
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CGCIO / Certified Cisco Academy Instructor
There can never be too many tools, tips or advice that can aid in improving productivity.

OpenRobotix recently released TimeCaster,the first true productivity forecasting app.

It utilizes real science and real-time data in a series of algorithms to forecast your daily and weekly productivity. TimeCaster also offers advice on how to make your day more productive based on your forecast.

Age, Humidity, Air Temperature, Air quality, the Earth's Magnetic Field and Population Density are some of the variables examined based on your location to create a productivity forecast for you.

TimeCaster is available viaGoogleplay.
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