PA flow discussion points

Draft. These are questions to talk through, not decisions. Nothing here is agreed with Sylvie or Rufus.

TL;DR. Fae already does admin projects, reminders and email for Sylvie. The question is how to make that work flow better, so that Sylvie's requests are clear, priorities are set, and Fae has time to plan. This document lists what to ask Sylvie in next week's meeting.

Background: PA offer to Sylvie and planning split and the project record.

Where things are now

• Fae does admin-based projects for Sylvie, tracks reminders and manages email.
• Fae tracks Sylvie's projects to some extent. This could go further.

What is blocked, and where flow is needed

• Which parts of Sylvie's work are blocked right now?
• Which areas most need more flow: prioritisation, or lack of time around certain projects?

Other PA support to consider

Focus on the tasks that would save the most time for the least effort.

Meetings

• Would a short brief before each meeting help? It would cover who is attending, the agenda, and what Sylvie needs to decide.
• Would it help if Fae logged follow-up tasks after meetings?
• Would it help if Fae took notes in meetings and sent Sylvie the actions afterwards?
• Should Fae keep a list of Sylvie's follow-ups and chase people for her?
• Would help with travel and bookings be useful?
• Does Sylvie want Fae to manage her calendar, or only flag clashes?

Projects and notes

• Would it help if Fae tracked Sylvie's art projects, their status and their next steps?
• Sylvie's notes to herself in Gmail: would a weekly review of them help? If so, how often and in what form?

Prioritisation

• When Sylvie gives Fae a task, how should Fae decide what comes first? Options to discuss: Sylvie's deadlines, Rufus's priorities, or Sylvie's own priorities.
• Would a regular session to choose Sylvie's top three priorities for the week help?

Ways of working

• Does Sylvie feel up to date now?
• How would Sylvie like to be updated? Options: a written summary, a short chat, or only when something needs her.

Outcome to aim for

By the end of the meeting, it would help to agree:

• the answers to the questions above that Sylvie is ready to settle
• which questions need Rufus as well
• which changes to try first, and how to check after a few weeks whether they help

Actions from the meeting go into Beads, not this document (see Beads conventions).