Time Well Spent: How Executive Assistants Can Use Time Audits to Lead Smarter and Support More Strategically

Do you ever finish a day at work and wonder, “What did I actually accomplish today?” As high-level executive assistants, your days are packed with tasks, requests, meetings, and opportunities to problem-solve. But without a clear understanding of where your time is going, it’s easy to fall into patterns of reaction rather than intention.

That’s where a time audit becomes a game-changer.

Far from being a micromanagement tool, a time audit is a strategic resource. It provides the awareness you need to streamline your support systems, advocate for improvements, and lead with purpose.

What Is a Time Audit (Really)?

A time audit is a short-term review of how you spend your time throughout the day. It involves tracking your tasks in real time, categorizing them, and then analyzing the data to uncover what’s helping—or hindering—your ability to operate efficiently and strategically.

And here’s the key: time audits are not about judgment. Time audits are about insight.

Top 5 Reasons Every EA Should Do a Time Audit

1. You Create Clarity
   Whether you support one executive or an entire team, knowing exactly where your time goes is foundational to making better decisions. Many EAs are surprised to learn how much time they’re spending on low-value or repetitive tasks. Once you know, you can shift time toward what matters most.

2. You Identify Time Drains
   Social media scrolls. Interruptions. Recurring delays in reporting or approvals. A time audit helps you identify these “productivity leaks” and spot the difference between necessary tasks and unnecessary time wasters.

3. You Streamline Systems
   Tracking tasks uncovers bottlenecks and shows you where batching, delegation, or automation could save hours each week. One EA I coached cut her contract entry process time in half—just by writing down the steps and identifying natural batch opportunities.

4. You Make More Strategic Decisions
   When someone asks for a “quick favor,” do you instinctively say yes? Or do you have the data to evaluate if you actually have time? A time audit gives you clarity to prioritize, say no with confidence—or say yes, but with better expectations on actual completion—and delegate with intention.

5. You Build Better Executive Partnerships
   Bringing your executive a visual report on how you’re spending your time is a powerful communication tool. It invites alignment, fosters support for procedural improvements, and positions you as a proactive leader—not just a task executor.

What to Include in Your Time Audit

Here’s a simple framework for conducting and sharing your results:

• Track: Record what you do, when you do it, and how long it takes—ideally for 3–5 days.

• Categorize: Use broad buckets like Admin, Strategic, Communication, Project, or Support. You may want to sub-categorize by executive or team.

• Analyze: Look for mismatches between your time and your priorities.

• Summarize: Highlight top findings, quick wins, and long-term opportunities.

• Visualize: Use simple charts to tell the story of your time and impact.

You may choose pen and paper or digital tracking tools (e.g., Toggl Track, Clockify, RescueTime, Timely by Memory, Microsoft Viva Insights, or EARLY—formerly Timeular) to conduct your time audit. You can also use AI tools such as ChatGPT, CoPilot, or Gemini to analyze the data and help you summarize the findings.

Overcoming Common Myths About Time Audits

• Myth: This is about job justification.
  Truth: Time audits are leadership tools that help you advocate for smarter workflows and better resource allocation.

• Myth: Conducting a time audit makes me look like I’ve been wasting too much time in the past.
  Truth: Time audits prove to your manager that you take your role seriously and are constantly looking for ways to improve.

• Myth: I don’t have time to track my time.
  Truth: It takes just minutes a day (and you can leverage technology)—and the insights can save you hours each week.

• Myth: I already know how I spend my time.
  Truth: You think you know—but a time audit often uncovers surprising patterns.

Ready to Lead with Purpose?

Start with a simple time log. Commit to tracking for three days. At the end of the week, reflect on what you’ve learned. Then, use those insights to improve your systems, enhance your support, and innovate your approach.

Because when you know where your time is going, you can make it work smarter for you—and for those you support.

Want to try your own time audit? Download our free Time Audit Template and start tracking today!

Download Now