Founders who hand over calendar and inbox triage to a trained EA report a 24% increase in deep work hours within six weeks and close revenue-impacting opportunities 30% faster. That’s not a feel-good stat — it’s the operating leverage behind repeatable growth for coaching and consulting firms under 25 people.
Tracking how many hours an EA works is easy; measuring influence on outcomes is not. Hours buy tasks. Outcomes buy growth: clearer client onboarding, fewer missed renewals, faster proposal turnaround, and uninterrupted founder focus on revenue-generating activities.
MySigrid flips the measurement to outcomes with the Outcome Grid: three KPIs tied to revenue, client satisfaction, and founder focus. Each EA is accountable to that grid every 30 days, not just timesheets.
One boutique consulting firm missed a contract renewal because the founder still handled calendar routing. The renewal window slipped; the firm lost $120,000 in recurring revenue. The root cause wasn't scheduling software — it was lack of documented ownership and secure continuity when an assistant was unavailable.
Documented handoffs, MFA/SSO access controls, and a named continuity protocol would have prevented that loss. Those defensive controls are central to how MySigrid protects your revenue and client relationships.
SCP is MySigrid’s proprietary continuity framework that ensures transition-proof operations. It combines documented SOPs, encrypted continuity files in Notion or Google Drive, and role-based credentials via SSO (Okta or Google Workspace) with endpoint controls.
Elements of SCP: 1) an Outcome Grid per founder, 2) an Inbox Triage Matrix, 3) a Calendar Guardrail plan, and 4) a two-step continuity checklist stored in Notion and backed by Zapier automations for alerts. SCP reduces single-person risk and keeps stakeholders aligned during any assistant transition.
Step 1: Block founder focus time (2–4 hours/day) in a shared Google Calendar and protect with rules in the Calendar Guardrail plan. Step 2: Delegate triage: all discovery calls go to the EA for qualification against an intake form in Typeform + Zapier routing.
Result: Qualified prospects convert 25–40% faster because discovery conversations are scheduled with the proper pre-read and preparation, handled by the EA using templates stored in Notion.
EA handles first-pass triage using an Inbox Triage Matrix: categorize (client, prospect, partner, admin), SLA (24-hour, 4-hour, immediate), and outcome (reply, delegate, archive). Use Gmail labels, Slack channels, and Notion tickets to track progress.
Playbook: EA writes short, outcome-driven replies for low-complexity items, escalates revenue-impacting threads to founders with a one-line context plus recommended next steps, and documents the exchange in the client file for later review.
Use calendar nudges and a renewal pipeline in Notion to surface upcoming contract dates 90/60/30 days out. The EA owns the renewal checklist: prepare usage metrics, confirm decision-maker, and schedule discussion. This task-oriented ownership is how missed renewals disappear.
Coaches hand EAs sensitive client data and contract terms. MySigrid enforces MFA/SSO, device posture checks, and least-privilege access. Assistants access resources via scoped service accounts rather than wholesale owner credentials, and all actions are logged.
Example stack: Google Workspace for identity, Okta for SSO where required, endpoint controls via Jamf or Intune, Notion/GDrive for documentation, and audit logs exported to AWS S3 for retention. These pieces are configured during onboarding and reviewed quarterly.
Most hires take 60–90 days to become independently effective because knowledge lives in founders’ heads. MySigrid’s documented onboarding compresses that to 14–21 days for core tasks.
This structured ramp ensures continuity and creates a documented playbook you own even if an EA rotates off the account.
AI is a multiplier when rules and guardrails exist. MySigrid equips EAs with AI copilots for draft emails, proposal outlines, and meeting summaries, not to replace judgment but to accelerate it. Tools in play include ChatGPT for drafts, Zapier for automation, and internal RAG (retrieval-augmented generation) to pull client context from Notion.
Example: an EA uses an AI template to generate a tailored proposal draft in 10 minutes, then follows the Proposal Checklist in Notion for final edits. The cycle time from discovery to proposal drops by 60%.
Track three numbers every 30 days: 1) founder weekly deep work hours recovered, 2) time-to-proposal from discovery, and 3) renewal capture rate. Tie these to revenue outcomes and set targets in the Outcome Grid.
Operational metrics matter too: ticket SLA adherence, number of escalations, and documentation completeness. MySigrid provides a monthly operations dashboard so you see both the activity and the outcome.
Hiring ad-hoc virtual assistants lowers hourly cost but increases risk and friction. MySigrid’s model includes vetted EAs, documented onboarding templates, security posture, and continuous improvement cycles. That premium reduces churn, prevents revenue leaks, and speeds founder decision cycles.
For a 12-person coaching firm, reclaiming 12 hours per week for the founder can lead to two extra high-value client conversations per month, often paying for the EA retainer within 3–4 months.
MySigrid combines vetted executive assistants, documented onboarding templates, security-first operations, and AI-enabled workflows into a single, accountable service. The difference is continuity: your processes survive personnel changes and improve every month through measured outcomes.
Learn more about our approach on the Executive Assistant page and review engagement options on Plans & Pricing to find the right fit for your firm.
Ready to transform your operations? Book a free 20-minute consultation to discover how MySigrid can help you scale efficiently.