This guide is for the work an Executive Assistant, Personal Assistant or coordinator often does. You manage busy days. You keep promises in view. You help people get ready. You make sure someone else can find the details when they need them.
It is also for anyone who does this work with a different job title. Start with the part that helps you most today.
The plays in this guide help with five questions:
Today: What needs attention now?
Context: Where can I find the details I need for the work?
Follow-through: What did we promise, give to others or leave waiting?
Preparation: What does my executive need before the next meeting or decision?
Continuity: Can someone else do this work if I am away?
How each play works
Each play starts with a situation you may know. Then it shows one way to set it up in Humble. It shows what may help to check and what gets easier.
These are ideas, not rules. Change them to fit the people you support and the way your workplace already works.
How every play works in Humble
You will see these simple ideas in each play:
One clear next action:turn a conversation or request into one clear step you can finish.
One clear owner:show who does the next step.
Dates where they help:add a deadline when timing matters. Skip dates that only add noise.
Context attached:link the task or note to the right person, meeting, project, webpage or document.
A small tag vocabulary:use only the tags that often help you find things.
Private until you choose to share:keep your own work notes private. Share only what another person needs.
Chapter 02~6 min read · three plays
Today
What needs attention now?
This section helps you see your whole day. It helps you decide what needs attention. Deadlines stop being one more thing to remember.
The plays in this section
See the day across more than one calendar.
Separate what needs attention now from what can wait.
Keep deadlines in view next to your day.
Play 1: See the day across more than one calendar
The situation
You move between your calendar, your executive's calendar and maybe more. It is hard to see your real day without checking each one.
One way to set this up in Humble
Humble's home screen shows where this fits in the rest of your day.
16
Notes2
Board prep · 3 pointsCall with Sam Lee
Progress3
09:10 · Sent the agendaYesterday · Booked travel
Today4
10:00 Leadership meeting14:00 Call with Acme
Tasks5
NOWConfirm the board venueNEXTBook flights to Berlin
Your day in one view: navigation (1, with contacts at 6), notes (2), progress (3), today’s calendar (4) and tasks (5).
Your day in one view
Notes, meetings, tasks and recent progress together.
Navigation. Move between notes, tasks, tags, progress and contacts.
Notes. Write down what matters while you still remember it.
Progress. See meetings, notes and done work by date.
Calendar. Keep today's schedule in view.
Tasks. Organise work into Now, Next and Later.
Contacts. Find the people linked to tasks and notes.
You can link the calendars you need.
Humble puts the events in the same daily schedule you use for your own day.
You can check the schedule next to the tasks that need attention.
Do you support more than one person? You can link each piece of work to the right person or context.
Check this
At the start of the day, it may help to look for:
Meetings you need to get ready for.
Clashes or travel time that need attention.
Tasks to finish before a meeting.
Follow-ups promised earlier in the week.
What changes: you can see your day from one place. You do not have to build it again from many calendars and lists.
Play 2: Separate what needs attention now from what can wait
The situation
Your list has urgent requests, small admin tasks, long pieces of work and things for next week. When they all appear together, everything seems urgent.
One way to set this up in Humble
Now
The few things that really need attention today.
Next
Work that is coming soon. It does not need to stop what you are doing now.
Later
Work you have agreed to do that does not need time today.
Check this
A short check at the start and end of the day can help keep Now small enough to finish.
A useful question is: If you can only finish a few things today, which ones help the rest of the day or week most?
What changes: your task list shows you where to put your attention. It is not one more source of stress.
Play 3: Keep deadlines in view next to your day
The situation
A task has a deadline. But you have to remember to check another list. That becomes one more task.
One way to set this up in Humble
You can add a deadline to any task where timing matters.
Tasks due today appear in your daily view. Work coming up appears below them.
Link the document, booking or source you need to finish the task.
Is someone else doing the task? You can assign it to them. The deadline and details stay with the task.
Check this
Next to today's calendar, you can check:
Due today.
Coming up next.
Overdue work that still matters.
Tasks waiting for somebody else.
What changes: deadlines are part of your day. You do not have to remember to look for them.
Chapter 03~7 min read · three plays
Context
Where can I find the details I need for the work?
This section helps you save details while you still remember them. Then you can find them again without searching many tools.
The plays in this section
Take your own notes during the call.
Keep each project in one place.
Save details from the webpage where you found them.
Play 4: Take your own notes during the call
The situation
An AI note-taker can write a transcript or summary. But it may miss what stood out to you. Writing your own notes can also help you listen and think. It helps you decide what matters during the conversation.
One way to set this up in Humble
Before the call
In Humble's browser settings, choose Open Humble on new tabs. Then Humble appears each time you open a new tab in a supported Chromium browser.
During the call
Join Google Meet or another video call. Open a new tab. Use your browser's split-view option. Keep the call on one side and Humble on the other while you write.
After the call
Link the note to the right person, meeting or project. If something needs to happen next, make a follow-up task.
meet.google.com/abc-defg-hij
SL
PK
Home
My NotesNote
Call with Sam Lee
Decided: board on 14 Nov
Sam to send the deck
Book the room
Write while you listen
Humble open beside a video call, using the browser’s split view. You write the note while you listen.
In Humble's browser settings, you can choose Open Humble on new tabs. Then Humble appears each time you open a new tab in a supported Chromium browser.
When you join a Google Meet or other video call, open a new tab. Then use your browser's split-view option.
Keep the call on one side and Humble on the other. You can add notes while you listen. You do not need to switch windows.
Link the note to the right person, meeting or project. If something needs to happen after, you can make the task and keep it with the note.
You can use this with an AI note-taker. It does not replace it. The AI can keep the full record. Your own notes hold what felt important, what you think and what you need to do next.
Check this
You do not need to write another transcript. It may help more to write down:
Was anything decided?
What stood out to you?
What changed how you see things?
Is there a question you want to return to?
Did anyone make a promise?
Does anything need a follow-up?
What changes: you keep a record of your own thoughts as well as the meeting. The follow-up and details are already linked.
Play 5: Keep each project in one place
The situation
Your notes for a board pack, event, client or trip are in emails, documents and personal reminders. To find the latest detail, you have to remember where you saved it.
One way to set this up in Humble
One project tag keeps the notes, tasks, source documents and people for a piece of work linked. Humble uses the same "connect a note to anything" idea everywhere:
Q3 pricing follow-upShare
Call with Sam — discussed renewal terms and the timeline for the Q3 pricing update.
Today, 2:14pm
Add tagAdd relationship
Related to
Pricing page
humbleai.com/pricing — the public pricing page Sam was reviewing during the call.
Linked 2 days ago
Follow up
Send Sam the updated proposal and confirm renewal terms before end of week.
Due in 2 days
#QAShared with Alex +1 other
Sam Torres
Sales lead at Acme Co, and main contact for the Q3 renewal conversation.
Acme Co · Sales
acme-inc.com
linkedin.com/in/samtorres
Hover over or tap a circle to see what's connected
You can use one project tag that stays the same, such as #Q3BoardPack, #LeadershipOffsite or #BerlinTrip.
Add it to the notes and tasks for that piece of work.
Leave source documents where they are now. Link them to the right tasks or notes.
Filter by the project tag to see the whole picture or to get a handover ready.
Check this
A project view helps most when it answers:
What has already happened?
What still needs to happen?
Who owns the next step?
Which documents or confirmations matter?
What changes: the project has one linked thread. You do not need another document to update.
Play 6: Save details from the webpage where you found them
The situation
You find a useful detail on a supplier page, booking confirmation, LinkedIn profile or other website. If you copy it into another system, you lose the link to the first page.
One way to set this up in Humble
northwind-catering.co.uk/menus
Northwind Catering
Menus for 20 to 300 guests
Book by 1 Nov for December
Home
My NotesNote
Northwind: book by 1 NovMenus for 20 to 300 guestsNorthwind menus#BoardDinner
The page is saved with it
The Humble browser extension adding a note from a webpage, with the page’s link kept on the note.
Find useful information.
On the webpage, you can use the Humble browser extension to add a note. Humble saves it with a link to that page.
Keep the source link. Then you do not have to remember where it came from.
Add the right person, project or tag if it helps you find the note later.
If there is a follow-up, you can make a task with the source attached.
Check this
You might use this for:
Supplier information.
Travel and booking details.
A person you are researching before a meeting.
A venue, restaurant or service you are thinking about.
A webpage that helps with a decision later.
What changes: the detail and its source stay together. You do not have to remember where you found it.
Chapter 04~8 min read · three plays
Follow-through
What did we promise, give to others or leave waiting?
This section helps you turn conversations into clear actions. It helps you see where a follow-up is really needed.
The plays in this section
Turn a request into a clear next action.
Share a task or keep it private.
Keep the source attached when you give work to others.
Play 7: Turn a request into a clear next action
The situation
Requests arrive in meetings, messages and short conversations. They are easy to remember at the time. They are easy to lose when the next request arrives.
One way to set this up in Humble
You can turn the request into a task with a clear result.
Assign the next step to the person who will do it.
Add a deadline where the timing matters.
Link the message, meeting, note or document that explains the request.
Vague
Follow up with the supplier.
Clear
Confirm the revised delivery date with the supplier by Thursday.
Action: confirm the revised delivery date.
Outcome: a confirmed date the team can plan with.
Person or owner: the supplier. You make sure it happens.
Timing: by Thursday.
Supporting context: the original order or conversation, linked to the task.
Check this
The useful question is: Would someone else know what needs to happen without asking me?
What changes: requests become clear work. People can understand it and finish it. They do not need to rely on memory.
Play 8: Share a task or keep it private
The situation
Sometimes another person needs to see and finish a task. Other times, you only want to note that the task is related to them. Humble lets you choose which one.
One way to set this up in Humble
Does the other person need to see or complete the task?
Yes
Assign it. Select Who's doing this? on the task. Search for the person, or type their email address the first time. Then assign it. It appears in their Humble task list. When they finish it, this appears in your Progress timeline.
No
Add a relationship. Choose the person from your contacts list, which you can search. Link them to the task to help you organise and filter. The person does not see the task. It does not appear in their task list.
Assign a task vs add a relationship
What happens with each choice
Assign a task
Add a relationship
Does the person see it?
Yes
No
Does it appear in their task list?
Yes
No
Can they complete it?
Yes
No
When they finish it, does it appear in your Progress timeline?
Yes
Not applicable
Can you filter your work by the person?
Yes
Yes
Best used when
They need to act
You want to keep private context
Assigning and linking are different
Assign the task when the person needs to see it or finish it.
Add a relationship when you want to link the person to help you organise and filter. Linking a person does not share the task with them.
You only need to type the email the first time. Then Humble adds the person to your contacts. You can search for them later.
Back to tasks
Book flights to Berlin
FriNOW
ASSIGN TOalex@acme.comARAdd alex@acme.comNew person
Add them by email
Assigning a task: click the person circle, then search for a person or add them by email.
Back to tasks
Book flights to BerlinMS
Related items
PEOPLE
Alex Reid
AlexARAlex Reidalex@acme.com
Linked, not shared
The saved contact appears when you search. Add them as a related person to link them without sharing the task.
Check this
Before choosing, it may help to ask:
Does this person need to act on the task?
Do they need to see its details or attachments?
Am I sharing work, or only noting who it is related to?
Would a private relationship be enough?
What changes: shared tasks can move forward without many status messages. Private relationships still let you find work by person. That person does not see it.
Play 9: Keep the source attached when you give work to others
The situation
You give a task to someone else. But they still have to ask where the document is, what was agreed or why the task matters.
One way to set this up in Humble
You can attach the right Google Doc, spreadsheet, slide deck, webpage or note to the task.
Say in the task what result you expect.
Add the deadline and owner.
If it helps, link the task to the bigger project or the person.
Check this: before you give work to someone
Is the outcome clear?
Is the latest source attached?
Is the timing visible?
Can the person see who or what this is related to?
What changes: more work can move forward. You do not need more messages to explain it again.
Chapter 05~7 min read · three plays
Preparation
What does my executive need before the next meeting or decision?
This section helps you get ready for a meeting or decision. You gather the people, the history and the open actions.
The plays in this section
Get ready for a meeting without searching everywhere.
Write a short meeting brief when it matters.
Keep decisions and follow-ups linked after the meeting.
Play 10: Get ready for a meeting without searching everywhere
The situation
A meeting is coming soon. But the past notes, tasks and conversations are scattered across many places.
One way to set this up in Humble
The Progress timeline shows linked history in date order:
For work linked to a company quarter, add the year to the tag.
Never use #Q1 or #Q4 on their own. If you do, this year's work and older work will mix when that quarter returns next year.
Tags help when you use them again and again to find or check things. If you will not use the view again, you may not need the tag.
Naming conventions
Tasks: start with a verb. Make the result clear.
Meeting briefs: Meeting brief: [person or meeting], [date].
Decisions: Decision: [topic], [date].
Trips: use one trip name for all the notes, tasks and confirmations.
Projects: where you can, use one name for the shared space, tag and source documents.
Chapter 09~2 min read · 30 min to do
The 30-minute Executive and Personal Assistant setup
You can use this checklist to make a useful first version in half an hour. It does not need everything to be useful.
0–5 minutesLink the calendars you need and check today's schedule.You’ll have: One place to start the day.
5–10 minutesAdd the tasks that really need attention. Sort them into Now, Next and Later.You’ll have: A clearer view of what matters now.
10–15 minutesAdd deadlines and owners to the most important open actions.You’ll have: Promises that are easier to keep.
15–20 minutesLink the notes, documents or webpages those actions need.You’ll have: The details you need to finish the work.
20–25 minutesMake only the tags or spaces you need for your main people and projects.You’ll have: A simple way to find related work again.
25–30 minutesChoose a short start-of-day and end-of-day review.You’ll have: A routine you can repeat that keeps the system useful.
The end state
You can then answer:
What needs attention today?
What is coming next?
What am I waiting for?
What does my executive need before the next meeting?
Can someone else find the details if I am away?
What is private, and what have I chosen to share?
You bring good judgement. You keep things private when you need to. You know the people you support. Humble keeps the tasks, notes, meetings, people and sources for the work linked.
See how it works in Humble
The plays in this guide use features available in Humble today.
See how Humble shows how your tasks, notes and people connect.
This guide is based on Humble's earlier advice for Executive Assistants, Personal Assistants and coordinators. The Humble team wrote it. It is based on the work the product supports today.
It is a practical guide to one way of working. It is not an independent or complete account of the role. Every assistant, executive and workplace works differently. Use the parts that help and change them to fit your work.
The guide describes Humble in September 2026. Some product details may change.
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