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Jet-Set with Ease: Smart Travel Hacks

 

I have been traveling a lot this year. Two to three trips a month. Most of it was planned before the end of 2023 so I knew it was coming.
 
I’m excited to share with you my thinking, my structures, and my approach to travel, which helps make travel smooth and easy. 
 
Of course, one of the first structures I put in place a few years ago, was to turn all my travel booking over to my Executive Assistant. Yes, it felt highfalutin’ at first, but now, booking my own travel seems like a big annoyance and waste of time. And if/when I need to make changes, particularly last-minute changes . . . oh forget about it . . . I definitely want someone else to deal with that! Rather than waiting in line at Customer Service, or messing around on an app, I’d rather go get a latte. 
 
My EA has all of my airline mileage plan numbers and TSA Known Traveler number (BEST $80 I ever spent!). She knows my key preferences for flying, and the airport codes of the places I travel to most frequently: SEA, SBP, PSP, PHX. (You’re quizzing yourself to see if you know what these are, aren’t you?)

Packing checklist – This is the key to your sanity! Start with the basics that you know you need on every trip (house keys, glasses, toothbrush, charging cables, vitamins, phone). Then keep adding to it, trip by trip. Eventually, you’ll have a very long list that will include things from that winter trip to the mountain (boots, puffy coat, gloves, scarf), to the trip to Hawaii (rash guard, sunglasses, bikini wrap, sun dress), to that trip in Vegas (sexy heels, “that dress”, crazy earrings).

If you do sports and activities on your trip, add all of those items too: Golf and Pickleball outfits and gear, yoga mat, foam roller, massage gun, water bottle. All of these items are on my master packing list.

I use Cloud Outliner for my Master list. As I check things off, they are removed from my view (super satisfying) and I’m left with only the items I know I need for this trip. 

Determining Outfits
This is the key to packing light. Packing light means less lugging stuff from point A to point B to point C. Don’t be that person with bags hanging all over them, whacking people as you walk down the aisle of the plane.
 
Once you have packed your clothing, that is what you will be wearing. It is settled. (Ladies in particular, this matter is now settled and not open for discussion with yourself anymore.) Forget about all the other options you had and love the choices you have made. Don’t pack a ton of “options”. If you are not sure if you are going to want a sleeveless or short sleeve top under your jacket at that event, bring them both. But don’t bring lots of options.
 
Shoes take up a lot of room, so make your best pick and pack those. Then when the day comes to wear them and you think “Uggh, I wish I had brought my red ones…” practice making your decision right. “Love the one you’re with,” as the song goes. No one is going to notice, and you’re going to rock what you got. 
 
Luggage
Less is more. Lighter is nicer. Can you get by with one less pair of shoes? Could you use a good old-fashioned fold up travel toothbrush for a few days, rather than your nice electronic toothbrush in its nice carrying case, that is the size of a hot dog bun?
 
Not checking your luggage really saves you time. When I walk straight off the plane, get on the escalator and text my driver, I often think to myself, “…the people in back could still be deplaning!”

Second home? Or another home you visit frequently?
Do you have a second home or a place you visit frequently where you could have a drawer or two? This is the best! I’m fortunate to have a second condo and I visit my mom for three or four nights every month.
 
If you have a similar situation, leave some things for next time you visit. This way you don’t have to pack as much! I’m a very light packer and this is partly why. I have two drawers at my mom’s house. Ok, it’s three now. One drawer is all pickleball gear and clothes.
 
I use Apple Notes to keep inventory lists for myself for these two locations that I frequent. What to list: What do I have at that location? What do I not have there?

Staying Well
I think overall, people expect too much from themselves when they travel. They believe they will be able to work and be just as productive as they are at the office. I vote no.

Drink water. Yes, certainly have a glass of wine as well, but drink water, drink water, drink water. 

Try not to be really close to people while you are in transit, if you can avoid it. People will travel when they are sick because they “need” to get where they’re going. Wait for your boarding time away from the crowds. You don’t need to sit in the boarding area with the masses. If you can swing it, Airline lounges are also helpful. But even if you are waiting to board, wait 20 or 30 feet away from the masses. You will still be able to hear the boarding announcement from your gate. 

Noise cancelling headphones. I use my air pod pros. Eliminating some of the background noise on the plane makes for a more restful flight. And of course, adding music or a movie can make the day less draining.

If you can, fly First Class. I started this in the pandemic for the sole purpose of staying as healthy as possible. (Note, I have not gotten Covid). I wanted space around me. I wanted to not be in a herd of people in the boarding area.

Turn on the vents above you in your seat, so there is air flow around you.

Dress in layers, so that your body doesn’t have to deal with being too hot or too cold. I go through both phases on every flight.

Do you need lumbar support, which no airline seat has? I do. I use a blow-up neck pillow. I blow it up only halfway, and then put it behind my lower back. Remember, the air pressure on the flight will have it fill up more.

Be kind to the staff. All the staff. Whatever is going on that day is not their fault. 

Are you a nervous flyer? I don’t love turbulence. I do like being prepared. I use the Turbulence Forecast app. I used this service before it was the nicer app that it is today. Years ago, I used their website.

Some people would rather not know what’s coming in terms of bumps. I like to know as much as possible. With this App, you can even order a more detailed report (I’ve done this before) for a specific flight on a particular day and time.

In fact, as I’m typing this, I’m on a plane and there are bumps. I am just really focused on what I’m doing, writing and editing along the way.

Working through the bumps with a solid plan is more than just a great metaphor for life and business! Let me know if you try any of these hacks, or if you have some tried and true travel tips of your own.  

Gina Cotner, CEO, Athena Executive Services

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Are you interested in learning more about hiring your own Virtual Executive Assistant? Click here to schedule a free consultation with us.

 

 

 

 

Trusting the Captain of Your Ship – Your EA

Gina celebrated a milestone birthday a couple of years ago and wanted to do something on her bucket list – a yacht trip around the beautiful Puget Sound area where she lives most of the year. How the heck do you plan something so fabulous? You turn to your EA, of course! 

Gina’s EA did all kinds of research that was new to both of them. They learned a ton about what it takes to charter a yacht and all the planning that goes around an epic week-long adventure at sea. 

“The trip was stunning in many ways, but what was most remarkable for me and surprised me the most, was our captain. I kept finding myself in awe of all that he had to do and handle, and how graceful and amazing he was in the process, with anything and everything that came up. As I watched him work for us each day, I thought of all of the high-caliber executive assistants out there. 

I made some requests around the itinerary, as there were a few key places that I wanted to visit. But I had no idea what I was really asking for until I watched it play out. I didn’t know that I was asking to go places where the timing of the current and the tides would be difficult! 

I didn’t know the depth of the Swinomish Channel could be an issue. I just wanted to go to La Conner (quaint town on a channel of water, which I will never look at the same again!).

I didn’t know there were swirling currents and tricky tides at Deception Pass. I just wanted to go under the Deception Pass bridge. 

In many cases I did not know what I was asking for, and day by day as I watched it play out, I was amazed and frankly almost moved to tears by the situation. What situation? The situation where every day this captain (Captain Dick was his name) thought through so many details (tides, currents, weather, moorage, fuel, places to eat, etc.) all with a smile on his face and consistently tending to the happiness of the guests on board. Walking past me while he was going from the bow up to the fly bridge (yep, I have boat lingo now) he would pause and say, “Are you having a nice birthday Gina?”

The picture of the paddling duck feet underwater comes to mind. Gliding on top. Rapid kicking under water. Much like the life of a high-caliber executive assistant. 

Captain Dick was always striving to get the best for us. The best what? (Again, things I would never have thought of.) The best moorage slip at a very popular resort Marina. The best crab. (He caught us five large Dungeness crab! What?!) Anchoring in the best cove to watch the sun set and to watch the big glowing full moon rise in the sky. (Like I said, moved to tears at times by this man’s desire for excellence for his guests and clients.)

Of course, things never went 100% according to plan, and yet he pivoted, adapted, and adjusted with grace and calm. And continued to ask, “Are you having a nice birthday Gina?” I was amazed!”

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Learning and Growing Together

A couple weeks ago we had our Athena Leadership retreat. This happens a couple times a year with me and our two managers, Jennifer and Dorian. We met together right back where we were last January, in Pismo Beach, California. This is one of my happy places. It’s on the central coast of California. It’s never too hot and never too cold there. (However, as I write this today, it is getting pummeled with rain and wind).

Dorian drove up from LA and Jennifer flew from Peoria, IL. Jennifer had one of those travel days that we’ve all had at one point, where one delayed flight, leads to an enormous layover somewhere, and then you reconfigure and reconfigure your itinerary until you end up getting as close as you can to where you’re going, and then say “Screw it! I’ll get a driver service to get me the rest of the way.” So, at midnight after being awake for 20 hours, she arrived. And when she was good and ready to wake up the next morning, we began.

The retreat was a time for being open, curious and audacious. Thinking big thoughts and creating big ideas without having to know how we will achieve them. Some conversations were right on the agenda. Some topics bubbled up while we were soaking in a hot tub or gnawing on barbecue for dinner.

If I think about my experience of being together with the two of them, living together with them for a few days . . . Well, if I think about it too much I will cry. They are bold and inspiring, and some of the greatest human beings I have ever known. Getting to spend time in person with them is a real treat.

We covered a lot of ground, from short term action plans to long-term dreams. But I was curious, now a couple weeks later, what were the highlights for them? We talked about this after everyone returned to their homes and families. Needless to say, I was thrilled with their take on the weekend:

Creating 2024 Together: The opportunity to collectively envision and shape the future of the company for the upcoming year served as a powerful catalyst for inspiration and motivation. With the groundwork laid in 2023, the retreat provided a blank canvas for creativity and innovation.

Magic in the Air: The act of sitting together and looking “eyeball to eyeball,” yielded a deep level of connection and commitment.

Safe Space and Trust: Being in a safe space with supportive colleagues underscored the importance of psychological safety in fostering creativity and collaboration. This trust gave us the freedom to express ourselves without fear of judgment and led to more authentic and meaningful contributions.

Partnership and Support: We know we have the full support of each other. Coming together and sharing bold ideas can be daunting, but feeling supported in expressing them is safe and validating. We understood that even if some ideas didn’t immediately resonate, they might contribute to future innovations. No bad ideas!

Culture of Winning: We are creating a space together and with the entire Athena Executive Services team that ensures success is not a zero-sum game, but rather a collective endeavor where each individual’s achievements contribute to the overall success of the company.

Diverse Approaches to Rejuvenation: Our discussion around team members’ diverse rejuvenation needs highlighted the importance of accommodating individual preferences for recharging and self-care. Not everyone recharges in the same way!

Our Responsibility as Managers: We really got into the significant impact a manager has on the lives of team members, clients, and their respective circles. Beyond direct interactions with team members and clients, we hold a broader responsibility for fostering an environment where fulfillment and success are prioritized.

Looking ahead to 2024, I asked Dorian and Jennifer who they were going to be in 2024 that stands on the shoulders of who they were in 2023?

They each had answers that were uniquely their own which I will hold to myself. But I will say that they are both looking to tackle 2024 with bold confidence! Our intention as a leadership team is clear: to empower and uplift team members, foster a culture where every team member feels valued, supported, and integral to the company’s success, and create a dynamic environment where the Athena team and our fabulous clients thrive!

It was so interesting for me to learn what the managers got from the retreat, and I wanted to share these highlights with all of you, because I think it paints a picture of what it’s like behind the curtain at our firm.

Gina Cotner, CEO, Athena Executive Services

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Interested in learning more about hiring your own Virtual Executive Assistant? Click here to schedule a free consultation with us.

 

 

 

 

Delegating: Take the Risk and Be Surprised

I have been doing a lot of podcast interviews lately. (Thank you, Your Expert Guest.) It has given me the opportunity to speak to many different audiences and communities, from architects to bookkeepers, to women lawyers and moms running businesses. I particularly like the podcasts with spicy titles like one I did last year, “Permission to Kick Ass”.

I usually am asked for our “origin story”, or “how Athena came to be” and frankly that is a fun story that makes me smile every time I share it! Then the Podcaster and I usually dive into conversations around the VA industry. What all is out there? What is there to choose from?

We explore some of the challenges people deal with in deciding whether or not to hire a VA, and I am very frank and transparent in my answers. 

On a recent podcast I dove a little deeper into the topic of delegation. I wanted to start to share about where I found access to real freedom in my life. By freedom, I mean more time for me to do the things I most enjoy in life, or more time to spend where I am needed most, or in the areas that are the highest and best use of me and my talents. Previously I had been talking about how to delegate, all while saying to myself in my head, “Ya, this is good. People should delegate stuff and get things off their plate, but what they really need to do is this.

So, what is the this that I think is the big deal? It involves delegating for sure, but this is graduate level delegation. It can be discovered in the kind of delegating and partnership that you find with someone that is beyond giving them tasks and projects to do. Beyond making sure invoices go out on time (and yet, that better happen!), beyond just regular updates to your CRM and booking your travel.

I was being interviewed by Davina Frederick of Wealthy Woman Lawyer and I started talking about delegating thinking. I thought to myself, “Well, let’s just go there and see if I can start to speak somewhat intelligently about this.” Again, this is where I think the real freedom lies.

Yes, the graduate level delegation is delegating thinking. Consider saying to your assistant (or someone who reports to you) something like:

“Go think about this please.”
“Go research this and tell me what you think and what questions you have.”
“What questions should I have?”

The other graduate level delegation skill is to delegate an entire process or project, knowing that your assistant or whomever is working for you, doesn’t know much about the topic. And perhaps neither do you! Rather than me doing the initial research to figure something out and then delegating smaller pieces and parts of the next steps, I give the entire project to someone. After I explain what I think I want and what I’m after (having done very little research myself) I then say, “This project is yours. I know you’ve never done this before, and neither have I. No problem. You please dive in. Lead the charge. Do some initial research. Let me know what you learn, what you think, what you see next steps might be and then let’s talk.”

After this, the project is theirs. It belongs to them. Now I work for them. Now I work for my assistant. My job is now to be a useful, valuable, responsive team player.

Once they get me educated on the basics about a topic (such as possible new payroll software, how to self-publish a book, or how to charter a yacht for a week, or different options available around the United States for personal wellness retreats, or any number of things I have wanted or needed to do and know nothing about), now I have more useful questions and concerns and ideas. They also need answers from me. So, I drive up more questions. I also give them answers to what I can and then off they go to continue managing and driving the project. The project is again theirs. I’m there to help them win at what they are doing, rather than them here to help me get what I want done.

I hope you’ll now experiment with delegating thinking or, delegating whole projects and systems that “they” can then own while you become the support staff.

This whole idea does not have as much to do with the caliber of assistant that you have, as you might think it does. Some of you are thinking, “Well yeah, if I had a more senior person to delegate to, someone with more business knowledge and acumen, I might be able to do that.” Au contraire.

When you delegate more than you think someone can handle, or more than you think they are equipped to do, you will find out what they really are capable of! They may not be able to do 100% of what you have asked, but you may find that they can accomplish 90% and previously you would have bet they could only do 70%, but you got surprised while discovering that they are more capable than you thought.

So… go experiment…and get surprised!

Gina Cotner, CEO, Athena Executive Services

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Interested in learning more about hiring your own Virtual Executive Assistant? Click here to schedule a free consultation with us.

 

 

 

 

What Does an Assistant Really Want to Do?

What FEEDS a high-caliber Executive Assistant? 

They want to be of Service to you!

You may think to yourself, “Really, they want to do this stuff that I absolutely do not want to do?” Yes, they do. “Really, they want to book my airline tickets and send out birthday cards? They want to help me iron out this issue with payroll, and look into better software to use for project management?” Yes, they do.

Not only do they want to do most all of those tasks and projects that you would find mind-numbing, annoying or soul-sucking, they want to do them with Excellence! They are after Excellence, I promise you. Nothing empowers an assistant more than knowing they “crushed it”!

What feeds them is you investing in them. This is, you helping them help you. You may think, “If I have to help them, then why am I even giving them this task to do?” Why? Because the direction and support you give them this week, will be the foundation for what they do next week. Next week you’ll feed them with a little more direction and support, and it will build on what they received last week. This week they will have new questions. Smarter and wiser questions.

Each week you’ll feed your assistant a little more direction and support. Then, exponentially, week by week they will become more and more valuable. Next month you will be able to say three sentences to them, and that task will get done, and it will get done the way you want. Why? Because of how well you invested in them last month.

Help them help you!

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Interested in learning more about hiring your own Virtual Executive Assistant? Click here to schedule a free consultation with us. 

 

 

 

 

Delegating: Take the Risk and Be Surprised

Athena CEO Gina Cotner was recently interviewed by Davina Frederick of Wealthy Woman Lawyer. The conversation moved into a discussion around delegating thinking:

I thought to myself, “Well, let’s just go there and see if I can start to speak somewhat intelligently about this.” Again, this is where I think the real freedom lies.

Yes – graduate level delegation is delegating thinking. Consider saying to your assistant (or someone who reports to you) something like:

  • “Go think about this please.”
  • “Go research this and tell me what you think and what questions you have.”
  • “What questions should I have?” 

The other graduate level delegation skill is to delegate an entire process or project, knowing that your assistant or whomever is working for you, doesn’t know much about the topic. And perhaps neither do you! Rather than you doing the initial research to figure something out and then delegating smaller pieces and parts of the next steps, you give the entire project to someone. After explaining what you think you want and what you are after,  you can then say, “This project is yours. I know you’ve never done this before, and neither have I. No problem. You please dive in. Lead the charge. Do some initial research. Let me know what you learn, what you think, what you see next steps might be and then let’s talk.” 

After this, the project is theirs. It belongs to them. Now you work for them. Now you work for your assistant. Your job is now to be a useful, valuable, responsive team player. 

Once they have done this initial research or an even deeper dive, you can start providing answers or asking more detailed and educated questions to partner in getting what you want done, DONE. This kind of partnership with your EA is an invaluable tool that will pay off huge once you get into a rythym! 

When you delegate more than you think someone can handle, or more than you think they are equipped to do, you will find out what they really are capable of! They may not be able to do 100% of what you have asked, but you may find that they can accomplish 90% and previously you would have bet they could only do 70%, but you got surprised while discovering that they are more capable than you thought. 

So… go experiment…and get surprised!