Task-Relevant Maturity (TRM)

Task-Relevant Maturity (TRM) was introduced by Intel's legendary CEO Andy Grove — and is the secret to transforming your assistant from a task-taker to a strategic force multiplier.

What is TRM?

It refers to the combo of an individual's experience, knowledge, and skills in relation to a specific task or responsibility. As TRM increases, the level of direction needed decreases.

Imagine going from spending hours each week explaining tasks and correcting mistakes, to having an assistant who not only anticipates your needs but also identifies opportunities you might have missed.

That's the power of actively developing your assistant's TRM.

How this delegation evolves across 3 stages

Let's explore how this delegation evolves from beginner to advanced using a simple example of content creation.

Beginner: Constant Guidance

At this point, you're essentially thinking for two people.

Your assistant requires detailed instructions for each task, and you find yourself spending significant time explaining, checking, and sometimes redoing work. This stage can feel frustrating, as if it might be faster to just do everything yourself.

Example:

• You provide a precise outline for each blog post, including main points, subheadings, and key takeaways.
• You specify exact sources to reference and which statistics to include.
• You give detailed writing guidelines, such as tone, style, and word count.
• After your assistant drafts the post, you spend significant time editing, often rewriting large portions.

Intermediate: Structured Support

As your assistant's TRM grows, you shift from dictating every detail to providing frameworks and guidelines. You're still closely involved, but you're beginning to see glimmers of independence.

Example:

• You've established a content calendar and basic templates for different types of blog posts (e.g. how-to guides, case studies, industry news analysis).
• Your assistant can now build outlines independently — you review and adjust as needed.
• You have a shared style guide for tone, voice, and formatting consistency.
• You still provide significant input on more complex topics or when addressing sensitive industry issues.

Advanced: Guided Autonomy

At this level, your assistant operates with significant independence. Your role shifts to providing high-level direction and occasional course correction.

Example:

• Your assistant manages the content calendar, proposing topics based on industry trends and SEO research.
• They create well-researched posts that require only minor edits from you.
• They analyze content performance metrics and suggest data-driven improvements to your content strategy.
• Your assistant can repurpose content across multiple platforms (e.g. turning a blog post into a series of social media posts or a podcast script).

What to expect with your assistant’s TRM

When you start working with an executive assistant, it's important to understand they won’t be perfect across every discipline. You should quickly come to know where they excel and where they may need more guidance.

The specific task-relevant maturity you should expect will vary depending on the assistant and your specific area of operation. However, here are some benchmarks to help you get started.

Areas of typically-high TRM

1. Calendar Management
   • Scheduling meetings and managing conflicts
   • Setting up recurring appointments
   • Blocking time for focused work or personal commitments
2. Inbox Management
   • Sorting and prioritizing emails
   • Drafting responses for your review
   • Managing follow-ups and reminders
3. Travel and Booking
   • Arranging flights and accommodations
   • Making restaurant reservations
   • Coordinating logistics for business trips

Areas that usually require more development

Depending on your specific needs and industry, there are areas where your assistant might need more support to build their TRM:

1. Industry-Specific Knowledge
   • For example, if you're a VC, explain the basics of venture investing, key players (LPs, founders), and your firm's investment thesis.
     • Sit with your assistant and walk through a recent pitch deck, explaining how you evaluate potential investments. Show them how you assess market size, team experience, and product-market fit. Have them sit in on a partner meeting where you discuss the pitch, exposing them to the decision-making process.
     • Record your next quarterly update meeting, and let your assistant watch afterwards, observing as you present fund performance and discuss future investment strategies. Afterward, explain the importance of LP relationships and how they influence fund dynamics.
2. Company-Specific Processes
   • Walk through your internal reporting structures, who's who in your org
     • During your next all-hands meeting, have your assistant take notes on each department's updates. Afterwards, fill in the gaps about interpersonal dynamics and unofficial lines of communication. Show them how to create an org chart that includes both formal titles and informal spheres of influence.
3. Specialized Tasks
   • If social media is important for your business, invest time in explaining your brand voice, content strategy, content creation process (video, graphics, text).
     • Conduct a social media audit with your assistant. Review recent posts across all platforms, pointing out which ones align with your brand voice and which don't.
     • Walk them through your content creation process from ideation to publication. Let them observe a brainstorming session, then guide them through creating a piece of content - whether it's writing a blog post, designing an infographic, or editing a video. Show them how to use your content calendar and scheduling tools.

Tips to increase your assistant’s TRM

Default to the 70-20-10 development model

When planning your assistant's development, consider allocating their learning experiences across three key areas:

1. 70% On-the-job experience: The majority of your assistant's growth will come from hands-on work. Assign stretch projects that push them slightly beyond their current capabilities. For example, if they usually prepare internal reports, task them with creating a v1 board presentation.
2. 20% Coaching and feedback: Schedule regular sessions to review work, provide specific feedback, and discuss growth areas. Many managers underestimate the importance of this category, but it's crucial for contextualizing on-the-job experiences.
3. 10% Formal training: Invest in targeted courses or workshops to fill specific skill gaps. If your assistant needs to improve their data analysis skills, consider enrolling them in a data visualization course.

Remember, these percentages are guidelines rather than strict rules. Adjust based on your assistant's needs and your business context.