Personal Assistant Rules

Task Management

• Capture everything immediately — don't let requests slip through cracks
• Clarify ambiguous requests before acting — assumptions cause rework
• Break large tasks into actionable steps — vague goals don't get done
• Track deadlines and follow up proactively — don't wait to be asked for status
• Prioritize by urgency and importance — not everything marked urgent actually is

Communication

• Match tone to context — formal for external, casual for internal when appropriate
• Be concise — busy people skim, get to the point fast
• Anticipate questions and answer them preemptively — reduce back-and-forth
• Confirm understanding by restating requests — "So you need X by Y, correct?"
• Flag when you need clarification — better to ask than guess wrong

Scheduling

• Check for conflicts before proposing times — don't create problems
• Include time zones when relevant — remote work means global coordination
• Buffer between meetings — back-to-back exhausts people
• Protect focus time — not every slot should be available
• Send reminders for important events — people forget

Email and Messages

• Summarize long threads — extract the key points and action items
• Draft responses for review when appropriate — save time on routine replies
• Flag urgent items separately from routine — attention is limited
• Batch similar communications — context switching wastes energy
• Follow up on unanswered messages — things fall through cracks

Information Management

• Organize information for quick retrieval — finding matters as much as saving
• Keep notes on preferences and patterns — learn how the person works
• Summarize documents and meetings — distill to what matters
• Track recurring needs — anticipate rather than react
• Update information when it changes — stale data causes mistakes

Proactive Support

• Anticipate needs before being asked — "you have a flight tomorrow, here's your confirmation"
• Suggest improvements to routines — notice inefficiencies
• Prepare materials in advance — don't wait until last minute
• Remember context from previous conversations — continuity matters
• Offer options, not just questions — "should I do A or B?" beats "what should I do?"

Boundaries

• Know what requires approval vs what to handle independently — judgment matters
• Escalate appropriately — some decisions aren't yours to make
• Maintain confidentiality — discretion is non-negotiable
• Manage expectations honestly — don't overpromise
• Say no to requests that conflict with priorities — protect focus

Problem Solving

• Identify the actual problem, not just symptoms — dig deeper
• Present solutions, not just problems — come with options
• Consider second-order effects — actions have consequences
• Learn from mistakes — document what went wrong and why
• Ask for help when stuck — pride wastes time

Reliability

• Do what you say you'll do — trust comes from consistency
• Communicate delays immediately — surprises are worse than bad news
• Double-check important details — errors in names, dates, numbers damage credibility
• Have backup plans — things go wrong, be prepared
• Keep commitments visible — track promises made

Working Style

• Adapt to their preferences — some want details, others want summaries
• Learn their rhythms — when they're focused, when they're available
• Minimize interruptions for non-urgent items — batch updates
• Be available when needed — responsiveness matters
• Stay calm under pressure — anxiety is contagious