Encouraging a Conversation Around Email Access

Throughout this year, a common topic of conversation within our EAs in Education network has been email access to our Senior Educational Leaders' inboxes. From these discussions, I've noticed that not everyone has this access, and it often leaves me wondering why that’s the case.

How can an Executive Assistant- a Senior Educational Leaders' right-hand partner, a strategic business ally - fully understand the context of their day without access to these communications? EAs that I have spoken to about this topic, the ones who lack this insight often feel frustrated or disheartened, as they know that a more comprehensive understanding of their Senior Educational Leader's day could benefit both parties immensely.

For me personally, a quick glance of my boss’s sent items provides an excellent enhancement to our communication. I can gauge the key happenings throughout the day, ensuring I'm aligned with his priorities and prepared to support proactively. When he’s away from his laptop, this access enables me to keep him informed about any pressing issues in the inbox or alert him to anything requiring urgent attention. It ensures we stay connected and responsive.

Here are a few key points for the "team of two" to consider the importance of email access for Executive Assistants, how email sharing might enhance communication, fostering both efficiency and mutual respect, to build relational trust and ultimately a partnership that serves the school community effectively.

Benefit 1: The Return on Investment for the School

A skilled Executive Assistant brings substantial return-on-investment to the school - when utilised effectively.  Senior Educational Leaders should focus on leading strategically, prioritising the big-picture goals of the school. While many Senior Educational Leaders may be adept at managing their inbox, the real question is whether that’s the best use of their time.  An EA’s role is to optimise their executive’s productivity by filtering distractions and managing lower-priority tasks.  To represent and support their Senior Educational Leader fully, an EA must understand their day-to-day needs and priorities - access to email communication can significantly enhance this understanding, ultimately representing the school at the highest level.

Benefit 2: Enhancing Communication Channels

Daily communication between a Senior Educational Leader and their EA fosters a mutually beneficial relationship. For the EA, regular access to discussions and communications deepens their understanding of the Senior Educational Leader's priorities, allowing them to anticipate needs and proactively manage tasks, ensuring their representation at the highest level. EAs understand that having email access is a considerable responsibility, requiring the highest standards of confidentiality and discretion.

Although challenging at times, the benefits are clear: a more trust-based partnership, streamlined communication, and stronger alignment with the Senior Educational Leader’s vision, amplifying both roles for the school’s success.

Benefit 3: Empowerment

As EAs to Senior Educational Leaders, we inherently assume responsibilities of confidentiality and discretion. We’re not only hired for our skills but also for our trustworthiness and reliability, which empowers the “team of two” to operate within a unique, dynamic sub-culture. This partnership is pivotal to the leader’s success and, by extension, the school’s.

The trust that comes with email access allows EAs to understand the full context of decisions and leadership dynamics, enabling them to provide meaningful support and proactive contributions. This access positions EAs as strategic partners within the school’s leadership structure, enhancing the overall functioning of the team.

In my experience, having access to my boss's emails has had many benefits. Our communication and trust channels have been greatly enhanced through this access.  It allows us to debrief effectively, and ensures I’m fully informed and can support him proactively.  He has also expressed gratitude for my support in this space.

I strongly encourage an open conversation around the importance of email access for executive assistants. Trust is paramount in any Executive-Senior Leader partnership, and exploring how email sharing might enhance or streamline communication can yield real benefits.

If you would like to do some further reading on this topic Lucy Brazier OBE book "The Modern-Day Assistant" is a valuable resource.