1. Objective
This SOP governs how you assess, set up, master, and manage the technology tools in your executive's operational environment. The tools you use directly affect the quality and speed of your work. But tools amplify skill — they do not replace it. A disorganized EA with great tools is still disorganized. The correct approach: master what exists, then improve carefully and with purpose.
Where this SOP starts: Week 1 — tool audit and access confirmation — and continues as an ongoing responsibility.
Where this SOP ends: Never — technology management is a continuous discipline that includes quarterly audits and improvement recommendations.Success looks like: You are the most proficient user of your executive's technology stack — not a passive user but a genuine expert. You know the keyboard shortcuts. You know the integrations. You know the settings they never explored. Your executive comes to you with tool questions, not the other way around.
2. Your Role & Boundaries
2a. What you handle independently
- Auditing and confirming access to all required tools in Week 1
- Mastering the tools your executive currently uses before proposing additions
- Identifying and proposing tool improvements when a clear gap exists
- Managing subscription renewals, account access, and tool settings within your scope
- Running the quarterly technology audit
2b. What requires executive approval before acting
- Adding any new tool to the stack — even free tools
- Canceling any subscription, tool, or service
- Changing account settings that affect external parties (email signatures, Calendly availability, etc.)
- Granting access to any tool to a new person
2c. What you never do
- You never introduce a new tool without your executive's explicit approval
- You never add tools for the sake of adding tools — complexity has a cost
- You never purchase a tool subscription without explicit authorization
- You never assume an existing tool is being used to its full potential without investigating first
3. The Core EA Technology Stack
Understand this as a framework — your executive may use different tools in each category. Your job is to become expert in theirs.
Communication
| Tool | Purpose | Master Level Required |
|---|---|---|
| Gmail / Outlook | Primary email | Full — filters, labels, keyboard shortcuts, delegation, search operators |
| Slack / Teams | Internal messaging | Full — channels, threads, status, integrations |
| Zoom / Google Meet | Video conferencing | Competent — links, recording, scheduling, basic troubleshooting |
Scheduling
| Tool | Purpose | Master Level Required |
|---|---|---|
| Google Calendar / Outlook Calendar | Calendar management | Full — shared access, events, time zones, recurring meetings |
| Calendly / Acuity | External scheduling automation | Full — availability windows, buffer times, meeting types, integration with calendar |
Task and Project Management
| Tool | Purpose | Master Level Required |
|---|---|---|
| Asana / ClickUp / Monday.com | Project tracking | Full — views, filters, automations, reporting |
| Todoist / Notion | Simple task or workspace | Full — daily use, keyboard shortcuts, templates |
Document and File Management
| Tool | Purpose | Master Level Required |
|---|---|---|
| Google Drive / Dropbox / OneDrive | Cloud storage | Full — folder structure, sharing permissions, link management |
| Google Docs / Word | Document creation | Full — formatting, comments, version history |
| DocuSign / HelloSign | Electronic signatures | Competent — sending, tracking, managing contracts |
Finance (if in scope)
| Tool | Purpose | Master Level Required |
|---|---|---|
| QuickBooks / FreshBooks / Wave | Invoicing and expense tracking | Competent — invoicing, expense logging, basic reporting |
AI Tools
| Tool | Purpose | Usage Standard |
|---|---|---|
| Claude / ChatGPT | Drafting, summarizing, research synthesis | Use as starting point, always review before using |
| Otter.ai / Fathom | Meeting transcription and action item capture | Configure on your executive's calls, process transcripts |
4. Week 1 Tool Audit
In your first week, confirm your access to every required tool.
Audit checklist:
- ☐ Email platform — access confirmed, can read, draft, and send?
- ☐ Calendar platform — access confirmed, can view and edit?
- ☐ Task manager — access confirmed, can add and update tasks?
- ☐ File storage — access confirmed, can read, upload, and organize?
- ☐ Scheduling tool — access confirmed, aware of current settings?
- ☐ Communication platform (Slack/Teams) — access confirmed?
- ☐ Finance tool (if in scope) — access confirmed?
For each tool: Confirm the access level (view / edit / full), and confirm whether you need additional permissions before you can perform your role.
5. Mastery Standard
Before proposing any new tool, become genuinely expert in what exists.
What "expert" means:
- You know the keyboard shortcuts that save time daily
- You know the filter and search capabilities well enough to find anything in under 60 seconds
- You know the automation and integration capabilities — what connects to what
- You know the settings your executive has never explored that would improve their experience
- You can troubleshoot basic issues without external help
How to develop mastery:
- Spend 30 minutes per tool in Week 1 reading documentation or watching platform tutorial videos
- Use the tool daily — passive knowledge doesn't become real skill
- When you encounter a recurring frustration, check if the tool has a feature that solves it
6. Proposing a New Tool
When you identify a gap that a new tool could fill:
Step 1: Confirm the existing stack doesn't already solve the problem with features they haven't used.
Step 2: Research 2–3 options (see SOP-CEA-STRAT-03 for research standards).
Step 3: Propose to your executive:
- What problem does this solve?
- How does it integrate with existing tools?
- What does it cost?
- What is the setup burden?
- What is your recommendation?
Step 4: If approved, own the setup and learning curve yourself. Don't add a tool to the stack and hand the learning to your executive.
Step 5: Propose a 30-day trial with a specific success metric: "If we're using this daily and it's saving at least 30 minutes per week by day 30, we keep it. If not, we cancel."
7. Using AI Tools Responsibly
AI writing and research tools are standard in professional environments. Used well, they accelerate drafting, research, and summarization. Used poorly, they produce generic, inaccurate, or tone-deaf output.
Use AI for:
- First drafts of emails and communications (always review before sending)
- Summarizing long documents you need to brief your executive on
- Brainstorming options for a decision or approach
- Research synthesis (verify key facts from original sources)
- Formatting and structuring information
Never use AI for:
- Client-facing communications without careful review for accuracy and tone
- Legal or financial advice
- Making commitments on your executive's behalf
- Any situation where inaccuracy would have real consequences without your verification
The core principle: AI output is your starting point, not your final answer. You are accountable for everything that goes out under your name or your executive's name. Review everything AI helps you produce.
8. Quarterly Technology Audit
Once per quarter, review the entire tool stack:
1. Is every tool still being used? Any that can be canceled?
2. Has any tool updated with new features relevant to your workflow?
3. Are there any subscriptions your executive is paying for that you could consolidate or replace?
4. Are there recurring inefficiencies in your workflow that a tool might solve?
Report the audit findings to your executive with recommendations.
9. Automation Opportunities
Every task you automate is time you get back for higher-value work. Review recurring tasks quarterly for automation potential:
| Current Task | Automation Option |
|---|---|
| External scheduling coordination | Calendly handles it automatically |
| Follow-up on unanswered emails | Boomerang / Streak resurfaces on schedule |
| Meeting notes and action items | Otter.ai / Fathom joins and transcribes automatically |
| Recurring invoices | FreshBooks / QuickBooks auto-generates on schedule |
10. Escalation Protocol
Escalate when:
- A tool is malfunctioning in a way affecting client-facing communications
- A subscription is about to renew at a significant cost and you need approval to continue
- A security concern arises with a tool (unexpected access, unfamiliar logins)
11. Tools & Access
| Tool | Purpose |
|---|---|
| [All platforms in use] | See Section 3 |
| Tool audit spreadsheet | Tracking access, subscription status, and mastery level |
12. Changelog
| Date | Notes |
|---|---|
| April 2026 | Initial release |