Essential iPhone Shortcuts for Executive Assistants
As an executive assistant, you’re no stranger to a packed schedule filled with tasks that require your attention and focus. With constant demands on your time, leveraging technology effectively can make a world of difference. Your iPhone is an invaluable tool in this regard, especially with its handy shortcuts feature. Today, I’m excited to share some of my favorite iPhone shortcuts that can help you simplify your workflow and save precious minutes throughout your day. Let’s explore these tips and how to set them up!
1. Create Custom Shortcuts for Common Tasks
What it does: Personalize your iPhone by creating shortcuts for tasks you frequently perform, like sending messages or reminders.
How to do it:
Open the Shortcuts app.
Tap the + icon to create a new shortcut.
Add actions like sending a message or opening an app.
Name your shortcut for easy access.
Note: For those who haven’t set up custom shortcuts before or are unsure how to do it, stay tuned for an upcoming blog post where I’ll provide detailed instructions on creating your own shortcuts!
Use case: Let’s say you frequently send your executive their daily agenda. Instead of typing it out each morning, create a shortcut that pulls the info from your calendar and sends it in a text. This not only saves time but ensures consistency in your communications.
2. Schedule Messages
What it does: Schedule messages to be sent at a specific time.
How to do it:
Open the Messages app.
Type your message and select the recipient.
Long press the send button and select Send Later.
Choose your preferred date and time.
Use case: If you know your executive is going to be in back-to-back meetings, schedule a message reminding them to review their agenda during their break. This way, you ensure they’re always prepared without needing to interrupt their flow.
3. Voice Command Shortcuts
What it does: Use Siri to perform tasks with simple voice commands.
How to do it:
Open the Settings app.
Go to Siri & Search.
Enable Listen for “Hey Siri” or Press Side Button for Siri.
Create shortcuts in the Shortcuts app that can be triggered by voice commands.
Note: Just like with custom shortcuts, I’ll be sharing a more detailed guide in a future blog post on how to set up voice command shortcuts, so stay tuned!
Use case: Picture this: you’re juggling multiple tasks and can’t pick up your phone. Simply saying, “Hey Siri, send my executive the weekly report,” allows you to keep your hands free and maintain your focus on other important tasks.
4. Text Replacement
What it does: Create shortcuts for frequently used phrases.
How to do it:
Go to Settings > General > Keyboard > Text Replacement.
Tap the + icon to add a new phrase.
Enter the phrase you want to expand and the shortcut (e.g., “sig” for your email signature).
Use case: A few weeks ago, I found myself constantly typing out a specific email response to inquiries about meeting availability. By using text replacement, I could simply type “mtg” to generate my standard response, saving me valuable time!
5. Quick Notes with Siri
What it does: Create quick notes without needing to open the Notes app.
How to do it:
Simply say, “Hey Siri, create a note,” followed by your content.
Use case: While attending a meeting, I often jot down ideas or action items that pop up unexpectedly. With Quick Notes, I can dictate a thought on the spot, ensuring I never lose track of important information.
6. Use Focus Modes
What it does: Customize Focus modes to filter notifications and apps based on your tasks.
How to do it:
Go to Settings > Focus.
Tap the + icon to create a new Focus mode (e.g., “Work”).
Select which people and apps can notify you during that time.
Use case: During a particularly hectic week, I set up a “Deep Work” Focus mode that only allowed notifications from my executive and essential apps. This drastically reduced distractions and helped me complete tasks more efficiently.
7. Automate Routine Tasks
What it does: Use Automation to streamline routine tasks based on time or location.
How to do it:
Open the Shortcuts app and go to the Automation tab.
Tap the + icon to create a new automation.
Choose a trigger (e.g., time of day or location) and add actions (like sending an email).
Use case: I’ve set up an automation that sends my executive a summary of their appointments every morning at 8 AM. This ensures they’re always prepared for the day ahead without me having to remember to send it manually.
8. Organize Your Home Screen
What it does: Group apps into folders for easier access.
How to do it:
Tap and hold an app until it jiggles.
Drag it on top of another app to create a folder.
Name the folder and add your frequently used apps.
Use case: After a busy day, I realized that I was spending too much time searching for apps. Organizing my home screen into folders like “Work,” “Finance,” and “Social” made it so much easier to find what I needed quickly.
9. Quickly Access the Camera
What it does: Open the camera instantly from the lock screen.
How to do it:
Simply swipe left on the lock screen to open the camera.
Use case: At a recent conference, I wanted to capture a quick photo of a speaker's presentation. Swiping left on my lock screen allowed me to snap the shot without fumbling through my apps.
10. Scan Documents with the Notes App
What it does: Digitize paperwork by scanning documents and saving them as PDFs.
How to do it:
Open the Notes app and create a new note.
Tap the camera icon and select Scan Documents.
Hold your iPhone over the document to scan, then save it.
Use case: I frequently receive printed documents that need to be shared. Scanning them directly into the Notes app allows me to quickly convert them to digital format and send them off to my executive without delay.
Incorporating these iPhone shortcuts into your daily routine can help you streamline your tasks and free up time for the more important aspects of your role as an executive assistant. Remember, it’s all about working smarter, not harder! If you have any favorite shortcuts that I didn’t mention, feel free to share them in the comments. Let’s continue to support each other as we navigate the demands of our busy roles!
