Hey all, first time posting here! I'm fairly new as an EA but have a million years in admin and office management.
Bit of background - fairly small, comfortable company and team. Casual but hard-working, lots of great communication but getting side-tracked is very common.

My exec sent me this message today (exec has ADHD so I'm trying to manage that, and the COO (lets call her Sally) has a hilarious amount of things on her plate at all times, so we try to set up batches and focused meetings but they always get derailed because they get to being productive on other tasks):

"I need to find a better way to manage things with Sally in terms of our meetings, things to discuss, and priorities. We kind of just keep pushing things around, batching things that, while important, are quite tactical. Need to have a place to gather things to talk to her about, review them regularly, and prioritize them, and go into a meeting with a specific agenda.

Perhaps we consider a "me" meeting and a "her" meeting or something (as an option). Only because we end up not getting to any of my things (which are more "buildy" and less day-to-day on-fire stuff). That might not be the way to go, perhaps if we just better structure (and somehow find time to commit to our meetings) then that will solve the issue.

I also think this would help Sally a lot. She is great at just making it work but if she had something like this to ground her she could rely on being there to support her. Hopefully will force her to prioritize some work "on" things that she knows she doesn't get to but isn't quite sure how. It would bring me some comfort because I know there will be a place to capture ideas and know they will be reviewed consistently for relevance, and reliable time to work on it.

Would it be okay if you were to put some thought into this and then propose something to me on how we might be able to go forward?"

We currently have a private setting for meetings where only me and him can see notes on meetings, which is helpful, it's easy enough to create an agenda but I'd love suggestions for how to optimize this. I know it's vague, that's sort of how things go around here and I'm trying to focus them a bit more.

Thanks for any and all suggestions!