Capability template for executive and office support
Delegation brief and follow-up
Every task a manager hands over goes with a clear brief: what to deliver, in what form, by what date and time, why it matters, who will use it, what the person may decide alone and when the manager will check in. Each week, one list shows what is open, what is late and the next note to send.
The outcome
Work leaves the manager's desk once and lands clearly. The person who takes it on knows exactly what to hand back, when, for whom and how far they can go without asking. Nobody has to guess what "the survey thing" meant, and nobody finds out on the due date that the date never worked for them.
Then nothing goes quiet. Every Friday the manager and the person who tracks their commitments see each open task in one place: what is overdue and by how many working days, what was never acknowledged, what has been delivered and is waiting for the manager, and what falls due next week. Each task carries one next step, either a short neutral note drafted for the manager to send or a question only the manager can answer. The manager chooses what to delegate and to whom, approves every note and accepts every piece of work. The AI assistant sends nothing, changes nothing and says nothing about how well anyone works.
Who starts the work, and when
The manager starts a brief: an owner, a managing director, a partner, a department head or any executive who hands work to the people around them. They run it at the moment of handing over, from a few lines typed in their own words.
The person who keeps the manager's list, usually an executive assistant or a chief of staff, runs the weekly list on a fixed day, takes the questions to the manager and sends the notes the manager approves.
What they supply
- For a brief: the manager's note on the task, naming the one person it goes to.
- For the weekly list: the delegation list as a spreadsheet export, and the replies and updates that came in since last week, each with who sent it and when. The default column headers are set out in the template; if a header differs, the assistant stops and asks.
- When available: the approved briefs, so each check-in note asks for what that check-in was meant to show.
- Once: the working days and office closures, how soon a brief should be acknowledged, how check-ins are spaced, how late a task gets before the manager decides what happens, and how far ahead to look.
No mailbox, calendar, chat tool or task tracker is connected. Everything is pasted in by a person.
What comes out
- A brief, ready to hand over once the manager approves it: the deliverable, its format, what done means, the due date and time, why it matters, who will use it, what the person may do without asking, what is not part of the task, what to start from, and dated check-in points.
- Questions for the manager wherever the note leaves a gap: no single person named, a loose date, no time, no reason, an internal name the person may not know.
- The weekly list of open delegations, sorted into overdue, not yet acknowledged, delivered and waiting, due soon and on track.
- One next step per task: a short follow-up note with the date to send it, or a question for the manager, such as whether to agree a new date or accept the work.
- The changes to make to the list, each with the question it waits on.
A good brief can be read in a minute and acted on without a follow-up question. A good weekly list tells the manager in two minutes what needs them.
An invented example
Illustrative example with invented data. Tarnwick Advisory is an invented 30-person consulting firm. Its people, suppliers, tasks and dates are invented too. Marta, the managing director, hands work to people across the firm; Theo, her executive assistant, keeps her delegation list. The example has two parts: a brief written on Monday 9 November 2026, and the weekly list run on Friday 13 November 2026. Each part gives the inputs in full, then what came back.
Part 1: a brief
The inputs
1. Settings
Today: Monday 9 November 2026
Manager: Marta (managing director)
List keeper: Theo (executive assistant)
Working days: Monday to Friday. Office closed: no days in November or December
Acknowledgement window: default (end of the first working day after handover)
Check-in rule: default
Last delegation number used: D-013
2. Marta's note
For Jonas. I need a summary of what clients told us in the autumn feedback
survey, for the partners' planning day on Tuesday 1 December. The partners
will pick the two service changes we commit to for next year from it, and I
want to read it before the planning-day pack goes out. Two pages at most, in
the PLX layout: the main themes, how many clients raised each one, and three
or four short quotes. I need it by Friday the 27th at noon. He can ring the
account leads to check what a comment meant, but he shouldn't contact any
clients. No recommendations; choosing the fixes is for the partners. Start
from the survey export in the shared drive (23 responses) and last year's
summary. At the midpoint I'd like to see an outline of the themes. Jonas can
be slow to get going, so keep a close eye on him.
What came back
DELEGATION BRIEF: D-014. Autumn client feedback summary
From: Marta. To: Jonas. Handed over: Monday 9 November 2026.
Due: Friday 27 November 2026, 12:00 ("Friday the 27th at noon").
What: a summary of what clients told the firm in the autumn feedback survey.
Format: a document of two pages at most, in the PLX layout (see question 1).
Done means: the main themes, how many clients raised each one, and three or
four short quotes.
Why it matters: the partners will pick from it the two service changes the
firm commits to for next year.
Who will use it: Marta, who reads it before the planning-day pack goes out,
and the partners, at the planning day on Tuesday 1 December 2026.
What you may do without asking: phone the account leads to check what a
comment meant. Anything else: ask Marta first.
Not part of this task: contacting any clients; recommendations, because
choosing the fixes is for the partners.
Start from: the survey export in the shared drive (23 responses) and last
year's summary.
Check-in points
- Acknowledge by the end of Tuesday 10 November 2026: confirm you have this
and the date works, or say what would make it work.
- Midpoint check-in, Wednesday 18 November 2026: an outline of the themes.
- Final check, Thursday 26 November 2026: where it stands and anything in
the way.
- Due Friday 27 November 2026, 12:00.
One remark about Jonas was left out; the brief describes the work only.
Questions for Marta before this is handed over: 1
1. Format: the note asks for "the PLX layout". Should the brief explain it,
or is it already familiar to Jonas?
List line, once Marta approves:
D-014,Summarise the autumn client feedback survey for the partners' planning day,Jonas,2026-11-09,2026-11-27 12:00,,2026-11-18; 2026-11-26,Awaiting acknowledgement,,,
Draft for Marta. Nothing has been sent and nothing has been added to the
delegation list.
How the dates were worked out: the task runs 14 working days, from Tuesday 10 to Friday 27 November. That is more than 5, so there is a midpoint check-in on the 7th working day after the handover, Wednesday 18 November; and more than 2, so there is a final check on the working day before the due date, Thursday 26 November.
Marta answered that Jonas uses the PLX layout for every client report. The updated draft read "None. Ready for Marta to hand over." Marta sent the brief to Jonas herself, and Theo added the list line.
Part 2: the weekly list
The inputs
1. Settings
Today: Friday 13 November 2026
Manager: Marta (managing director)
List keeper: Theo (executive assistant)
Working days: Monday to Friday. Office closed: no days in November or December
Acknowledgement window: default
Escalation point: default (5 working days late, or a second missed date)
Look-ahead: default (5 working days)
2. The delegation list (Theo's export)
id,task,delegated_to,handed_over,due,acknowledged_on,check_ins,status,last_update,last_update_on,closed_on
D-008,Book the venue for the January client workshop,Sam,2026-10-19,2026-10-30 17:00,2026-10-20,2026-10-23; 2026-10-29,Closed,Accepted by Marta,2026-10-30,2026-10-30
D-009,Draft the December cover rota,Lena,2026-10-26,2026-11-06 17:00,2026-10-27,2026-10-30; 2026-11-05,Cancelled,Cancelled by Marta: the office manager now owns the rota,2026-11-02,2026-11-02
D-010,List the laptops due for replacement next year with purchase dates,Kofi,2026-10-26,2026-11-05 17:00,2026-10-27,2026-10-30; 2026-11-04,In progress,Started: pulling purchase dates from the finance system,2026-10-30,
D-011,Compare the three cleaning suppliers' quotes,Priya,2026-11-02,2026-11-11 17:00,2026-11-03,2026-11-05; 2026-11-10,In progress,Halfway: waiting on Supplier A's revised prices,2026-11-05,
D-012,Draft the contents list for the client welcome pack,Sam,2026-11-04,2026-11-13 12:00,2026-11-05,2026-11-09; 2026-11-12,In progress,Contents list half done,2026-11-09,
D-013,Collect the team's December holiday dates into one calendar,Lena,2026-11-05,2026-11-18 17:00,2026-11-06,2026-11-11; 2026-11-17,In progress,Half the team have replied,2026-11-11,
D-014,Summarise the autumn client feedback survey for the partners' planning day,Jonas,2026-11-09,2026-11-27 12:00,,2026-11-18; 2026-11-26,Awaiting acknowledgement,,,
D-015,Plan seating for the three new joiners on the second floor,Ade,2026-11-10,2026-11-20 17:00,,2026-11-16; 2026-11-19,Awaiting acknowledgement,,,
D-016,Draft the December client newsletter,Priya,2026-11-12,2026-12-04 17:00,2026-11-12,2026-11-24; 2026-12-03,In progress,,,
3. Updates since the last list
- Jonas, message, Tuesday 10 November 2026: "Got the feedback summary brief,
thanks. Friday 27th at noon works."
- Priya, email, Thursday 12 November 2026: "I can't finish the cleaning
supplier comparison until Supplier A sends its revised prices. Could I have
until Tuesday 17 November at 5 pm?"
- Sam, message, Thursday 12 November 2026: "Sent you the welcome pack
contents list this afternoon."
4. Approved briefs
D-014: the brief in Part 1, with Marta's answer on the PLX layout.
What came back
OPEN DELEGATIONS: Marta, week of Monday 9 November 2026
Prepared Friday 13 November 2026 for Marta and Theo. List as supplied: 9
delegations (7 open, 2 closed or cancelled). Updates: 3.
To settle: 3
1. D-010, list the laptops due for replacement next year with purchase
dates, with Kofi. Due Thursday 5 November 2026, 17:00; 6 working days
late, past the escalation point of 5. Last update: "Started: pulling
purchase dates from the finance system", Friday 30 October 2026. What
happens next? Options: talk it through with Kofi; change the scope; set a
new date; take the task back; hand it to someone else.
2. D-011, compare the three cleaning suppliers' quotes, with Priya. Due
Wednesday 11 November 2026, 17:00; 2 working days late. Priya asked by
email on Thursday 12 November 2026 for until Tuesday 17 November 2026 at
5 pm, because Supplier A has not yet sent its revised prices. Do you agree
to that date, set a different one, or talk it through with her?
3. D-012, draft the contents list for the client welcome pack, with Sam.
Sam reported it sent on Thursday 12 November 2026; it was due Friday
13 November 2026, 12:00. Do you accept it, or return it with what is
missing?
Overdue: 2
- D-010. List the laptops due for replacement next year with purchase dates.
With Kofi. Due Thursday 5 November 2026, 17:00, 6 working days late. Last
update: "Started: pulling purchase dates from the finance system", Friday
30 October 2026. Next: see question 1.
- D-011. Compare the three cleaning suppliers' quotes. With Priya. Due
Wednesday 11 November 2026, 17:00, 2 working days late. Last update:
"Halfway: waiting on Supplier A's revised prices", Thursday 5 November
2026. Next: see question 2.
Not yet acknowledged: 1
- D-015. Plan seating for the three new joiners on the second floor. With
Ade. Handed over Tuesday 10 November 2026; acknowledgement was due
Wednesday 11 November 2026. Due Friday 20 November 2026, 17:00. Next: note
today asking for confirmation.
Delivered, waiting for Marta: 1
- D-012. Draft the contents list for the client welcome pack. With Sam.
Delivered Thursday 12 November 2026 (proposed, from Sam, message, Thursday
12 November 2026). Due was Friday 13 November 2026, 12:00. Next: see
question 3.
Due soon, Friday 13 November to Friday 20 November 2026: 1
- D-013. Collect the team's December holiday dates into one calendar. With
Lena. Due Wednesday 18 November 2026, 17:00. Last update: "Half the team
have replied", Wednesday 11 November 2026. Next: check-in note on Tuesday
17 November 2026.
On track: 2
- D-014. Summarise the autumn client feedback survey for the partners'
planning day. With Jonas. Due Friday 27 November 2026, 12:00. Next:
check-in note on Wednesday 18 November 2026.
- D-016. Draft the December client newsletter. With Priya. Due Friday
4 December 2026, 17:00. Next: none before Tuesday 24 November 2026.
Follow-up notes to send, once Marta approves: 3
D-015, to Ade, send Friday 13 November 2026:
"Hi Ade, on Tuesday 10 November I handed you the seating plan for the three
new joiners on the second floor, due Friday 20 November at 5 pm. Could you
reply to confirm you have it and the date works, or tell me what would make
it work? Thanks, Marta"
D-013, to Lena, send Tuesday 17 November 2026:
"Hi Lena, the December holiday calendar is due tomorrow, Wednesday
18 November, at 5 pm. On 11 November half the team had replied. Where does
it stand, and is anything in the way? Thanks, Marta"
D-014, to Jonas, send Wednesday 18 November 2026:
"Hi Jonas, today is the midpoint check-in on the autumn client feedback
summary, due Friday 27 November at noon. Could you send me your outline of
the themes, and say if anything is in the way? Thanks, Marta"
List changes, once approved: 5
- D-010: as Marta decides (waits on question 1).
- D-011: due to 2026-11-17 17:00; last_update to "Due moved from
2026-11-11 17:00 to 2026-11-17 17:00, set by Marta" (waits on question 2,
only if Marta agrees to that date).
- D-012: status to Delivered; last_update to "Sent the welcome pack contents
list"; last_update_on to 2026-11-12.
- D-012: status to Closed; closed_on to the date Marta accepts it (waits on
question 3, only if she accepts).
- D-014: acknowledged_on to 2026-11-10; status to In progress.
Draft for Marta. Nothing has been sent and the delegation list has not been
changed.
How the figures were worked out:
- Working days late, counted after the due date up to and including today. D-010: Friday 6, Monday 9, Tuesday 10, Wednesday 11, Thursday 12 and Friday 13 November, 6 days, which reaches the escalation point of 5, so no note was drafted. D-011: Thursday 12 and Friday 13 November, 2 days, but Priya asked for a new date, so the next step is Marta's answer.
- Acknowledgement: D-015 was handed over on Tuesday 10 November, so confirmation was due by the end of Wednesday 11 November; none had come. Jonas confirmed D-014 on Tuesday 10 November, inside its window, so it moves to In progress.
- Due soon: today to the fifth working day after today, Friday 13 to Friday 20 November. D-015 is also due on Friday 20 November but sits under "Not yet acknowledged", which comes first.
- Check-in notes: the next check-in dates inside the same window are Tuesday 17 November for D-013 (its final check) and Wednesday 18 November for D-014 (its midpoint, set to show the outline of the themes). D-016's next check-in is Tuesday 24 November, outside the window.
Theo took the three questions to Marta that afternoon and made the changes she approved in the list himself. Marta approved the three notes, sent the one to Ade that afternoon, and kept the other two for the dates shown.
Where it fits
- Executive and office support: the executive assistant or chief of staff who keeps track of what the boss has handed out.
- Leadership: owners and executives who delegate a great deal and want each handover to land the first time.
- Professional services: partners and directors handing pieces of client and internal work to their teams under firm deadlines.
- Software technology: fast-moving leaders whose requests arrive in chat and need a clear shape before they go further.
- Finance and investment: principals who hand out analysis and reporting work that feeds a fixed meeting date.
- Nonprofits: a small leadership team handing work to staff and volunteers with little time to chase.
- Growth & scaling: the point where the founder can no longer do it all and has to hand work over well.
- Startups & new ventures: first-time managers learning to delegate, where a clear brief spares everyone a second round.
What has to change for your company
Set your working days and office closures. Decide how soon a person should confirm they have a brief, how check-ins are spaced for short and long tasks, and how late a task gets before the manager decides what happens rather than another note going out. Choose who sends the notes: the manager, or the list keeper once the manager has approved them. Keep the default list columns or tell the assistant yours. Agree where the list lives, who may read it, and that it is never used to judge anyone's performance. It runs in ChatGPT, Claude, Copilot or Gemini; decide which notes and messages the assistant may be given.
What has been checked
Fully Powered AI wrote this capability template. It was editorially reviewed on 10 November 2026. It was tried once on its invented example in Claude on 10 November 2026; the run matched the example in substance, and the record of that run is published with it and lists the open points it found. The template was then clarified on those points after an independent review; those edits have not been run again, and the record lists them. It has not yet been tested in a client environment. It has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your environment means running it on a few weeks of past handovers you remember well, plus hard cases written in advance: a note that names two people, a date with no time, an internal name nobody explained, a remark about the person in the note, a task six working days late, a request for more time, a list export with different column names. The manager reads every brief and note before anything goes out. Pilot acceptance-test preparation sets those cases up, and what we test before we call an AI workflow ready describes the record we keep.
The full capability template
Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
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