High-performing executives don’t just need more time—they need fewer obstacles. The most effective support roles are designed around a clear objective: anticipate needs, reduce friction, and ensure executives can focus on high-impact work.
This isn’t abstract. It’s a set of repeatable behaviors and systems that compound over time.
Below is a practical framework you can apply immediately.
1. Anticipate Needs: Think in “Next Questions”
Anticipation is the ability to answer the next question before it’s asked.
Tactical Practices
- Review calendars weekly to identify decision-heavy meetings
- Pre-read materials and summarize key points
- Prepare context for recurring topics (budget, staffing, priorities)
Ask Yourself
“If this meeting ends successfully, what will the executive need next?”
Example
Before:
An executive asks for data minutes before a meeting.
After:
You proactively send a one-page brief the day before with:
- Objective of the meeting
- Key data points
- Recommended decision or position
Result: The executive arrives informed, confident, and focused.
2. Reduce Friction: Eliminate Micro-Delays
Friction isn’t dramatic—it’s death by a thousand small inefficiencies.
Common Sources of Friction
- Unclear agendas
- Missing context
- Excessive back-and-forth emails
- Decisions without defined owners
The “Clear Path” Framework
Before anything reaches the executive, confirm:
- Purpose – Why does this exist?
- Outcome – What decision or action is needed?
- Owner – Who is responsible?
- Timing – When is it needed?
If any of these are missing, friction is guaranteed.
Example
Replacing long email threads with a structured message:
- Context (2 lines)
- Decision needed
- Recommendation
- Deadline
Result: Faster responses, fewer follow-ups.
3. Protect Focus: Design for Deep Work
Executives create the most value in thinking, not reacting.
Tactical Practices
- Batch non-urgent decisions
- Group similar meetings together
- Block protected thinking time on the calendar
- Filter low-impact requests
The “Focus Filter”
Before scheduling or escalating, ask:
- Does this require the executive’s judgment—or just awareness?
- Can this be delegated, delayed, or summarized?
- Is this aligned with top priorities this week?
Example
Instead of interrupting throughout the day, you:
- Collect decisions into a daily or twice-weekly decision block
- Provide a short decision list with recommendations
Result: Fewer context switches, higher-quality decisions.
4. Communicate in Executive-Ready Formats
Executives don’t need more information—they need clarity.
Preferred Formats
- One-page briefs
- Bullet summaries
- Visual timelines
- Decision matrices
The “BLUF” Rule (Bottom Line Up Front)
Start with the conclusion, then add context.
Example
Not:
“Here’s the background and history…”
Instead:
“Recommendation: Proceed with Option B due to cost and timing. Details below.”
5. Measure Impact, Not Activity
The success of this work isn’t volume—it’s outcomes.
Signals You’re Doing It Right
- Fewer last-minute requests
- Shorter meetings with clearer decisions
- Stakeholders come prepared
- Executives spend more time on strategic work
Final Thought
Anticipating needs, reducing friction, and protecting executive focus is not about working harder—it’s about working smarter and ahead.
When done well, this approach:
- Accelerates decisions
- Improves executive effectiveness
- Builds deep trust
- Elevates the entire organization’s performance
It’s operational excellence in service of strategic impact.