Custom Shortcuts for Common Tasks
Streamline Your Workflow with Custom Shortcuts on Your iPhone
As an executive assistant, your time is valuable, and every minute counts. Creating custom shortcuts on your iPhone can significantly reduce the time spent on repetitive tasks, allowing you to focus on what truly matters. Today, we'll explore how to create custom shortcuts for common tasks that can enhance your productivity and streamline your workflow.
What Are Custom Shortcuts?
Custom shortcuts are personalized actions that you can set up on your iPhone to automate common tasks, making your daily operations smoother and more efficient.
How to Create Custom Shortcuts:
Open the Shortcuts App: Find the Shortcuts app on your iPhone. If you don’t have it installed, download it from the App Store.
Create a New Shortcut:
Tap the + icon in the upper right corner.
Tap Add Action to select from a list of available actions.
Choose Your Actions: You can choose from a wide range of actions, including sending messages, setting reminders, or opening specific apps.
Name Your Shortcut: Once you’ve selected your actions, tap on the Settings icon at the top right to name your shortcut. This will make it easy to recognize later.
Add to Home Screen (Optional): You can choose to add this shortcut to your home screen for quicker access.
Top Custom Shortcuts for Executive Assistants
Here are a few examples of custom shortcuts that can be particularly useful for executive assistants:
1. Daily Agenda Update
What it does: Automatically sends your executive their daily agenda via text message or email.
How to create it:
In the Shortcuts app, add the action to Get Upcoming Events.
Filter by date for today’s events.
Add the action to Send Message or Send Email with the events list.
2. Meeting Reminder
What it does: Sends a reminder to your executive 15 minutes before their next meeting.
How to create it:
Start with the Get Upcoming Events action.
Add a filter for events happening in the next hour.
Use the Send Message action to alert your executive.
3. Quick Email Response
What it does: Sends a predefined response to common inquiries, such as availability for meetings.
How to create it:
Choose the Send Email action.
Fill in the recipient’s email and write a standard reply (e.g., “Thank you for your email! I’ll get back to you shortly.”).
4. Meeting Notes Template
What it does: Creates a new note with a predefined template for meeting notes.
How to create it:
Select the Create Note action.
Input a template with headings like “Date,” “Attendees,” “Agenda,” and “Key Points.”
5. Send Location
What it does: Sends your current location to a specified contact, useful when you're running late.
How to create it:
Use the Get Current Location action.
Add the Send Message action with the location details.
Incorporating custom shortcuts into your daily routine isn’t just about saving time; it’s about empowering yourself to take control of your workflow and create more space for what truly matters—building relationships, fostering creativity, and enjoying the little moments that make your role as an executive assistant so rewarding. As you explore and personalize these shortcuts, remember that every small change can lead to big improvements in your day-to-day life. Embrace the journey, and let these tools help you shine even brighter in your role!
