An Executive Assistant's Guide to Asking For New Technology

As an Executive Assistant, planning meetings, executive offsites, and team gatherings is a key part of your role. But without the right tools, the process can feel inefficient—especially if you’ve seen how much easier it can be with modern software. You know there’s a better way to work and recognize the impact the right technology can have on productivity. Still, introducing a new solution can be tricky, especially when you’re balancing so much already.

If this sounds familiar to you, then you’re in the right place.

In this post, we walk through the why and how of asking your boss for new technology, covering persuasive purchase arguments and defense strategies to secure that much needed upgrade.

To save you some time and effort, we created an email template to make it easy to craft a compelling case for the technology you deserve.

Why you should ask for new technology

As an Executive Assistant, you’re responsible for increasing productivity and efficiency to support broader company goals. Because of this, it’s important to advocate for the resources you need to do your job well. That includes new tools and technology. Incorporating new technology can help boost productivity, reduce inefficiency, and help employees do their jobs better, faster, and more effectively. 

When you make recommendations for new tools and technologies, you help your organization stay ahead of the curve and remain competitive in an ever-evolving marketplace.

Adapting to new technologies isn’t just good for the job you currently have. Here are a few reasons why it's important to incorporate new technology into existing workflows:

• Actively seeking out opportunities to innovate and improve processes demonstrates your strategic value to the overall success of your company.
• Adopting new technologies can be a cost effective way for companies to stay adaptable to dynamic marketplace expectations. 
• Recommending new technology can demonstrate your priority to save the business money. While there may be initial costs associated with adopting new technology, those costs are often offset by the benefits that the new tool provides.
• New technology can help save time on redundant tasks, freeing up your time for more impactful and strategic duties.
• If you decide to look for a different role, your experience in improving workflows via new technology makes you a more competitive job applicant. 

Overall, it’s important that you demonstrate initiative, innovation, and a commitment to driving positive change within your company. Proactively recommending new tools and technologies highlights your value in driving operational excellence and achieving strategic goals.

How to ask for new technology

When you’re making a case for new technology, focus on the value this will bring to the company. Clearly articulate the specific, measurable benefits this new tool will provide. Start by highlighting how the technology supports the company’s strategic objectives, such as improving company culture or customer satisfaction.

It’s important to consider the key priorities of who you need approval from. For example, if you’re pitching a new technology to an executive, take some time to understand the priorities and concerns of that executive. Tailor your proposal to address their specific pain points or objectives, and show how the technology is a solution that directly addresses their needs. This is a crucial step whether you’re asking an executive, Chief of Staff, or other manager.

Additionally, you will want to illustrate return on investment (ROI) by providing concrete examples or data points that illustrate the potential impact the technology can have on areas like efficiency, effectiveness, or cost reduction.

Demonstrate broader effects & benefits of adopting new technology

It may be tempting to focus on the challenges or limitations you face as an EA and how this new technology can help you. However, you need to demonstrate the broad reaching effect this new technology can have on the company as a whole, not just for you as an individual. Frame your request for a technology upgrade as an opportunity to improve processes, enhance capabilities, or seize strategic opportunities.

Handling objections when asking for new technology

Even the most compelling case for new technology could face objections. The best way to handle objections is to anticipate potential ones. Think through potential objections or concerns that the approver(s) may have, such as cost, implementation challenges, or compatibility with existing systems. Then prepare to address these concerns proactively by offering solutions or alternatives that mitigate any perceived risks.

Another great way to manage objections is to seek additional stakeholder support. If possible, garner support from relevant stakeholders or decision-makers like other EAs at the company, IT, or HR. In addition to gaining their support, you can gain valuable insights and help to address technical considerations.

Lastly, keep in mind that many software solutions offer a free trial or pilot program to new customers. Sign up for a free trial directly on the website or app, otherwise coordinate with a sales rep. Sometimes it can be easier to gain support if you’re able to implement the tool and demonstrate its value and feasibility before committing to a formal purchase. This allows for a more gradual and controlled approach and helps mitigate risks and uncertainties associated with new technology adoption.

Incorporating new technology as an Executive Assistant

Asking for new technology and resources can be intimidating, especially if you’re new to a role or company. However, it’s important to keep in mind that you deserve to have the tools you need to do your job well. This not only benefits you as an individual but also your manager and the organization at large.

Build a strong case and demonstrate how you’re a business partner by:

• Doing your research
• Preparing for objections
• Identifying allies to support your request

With all of this information in mind, we created an email template to make it easy to ask for new technologies like TROOP Planner. Download the template below and tailor it to fit your unique needs so you can feel confident and well-prepared when asking for new technology and tools.

Editor’s Note: This post has been updated for accuracy and current best practices.