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8 Ways Your Assistant Can Make You More Effective

8 Ways Your Assistant Can Make You More Effective


    While good assistants can free us from routine office operations and guard our schedules, great assistants can accomplish routine non-supervisory work normally performed by a manager or executive, freeing us to focus on higher-level tasks.

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    For those of us fortunate enough to have great assistants, we know how significantly they can improve our effectiveness. I’ve been blessed to have two incredibly great assistants, and while each has moved on to positions of greater responsibility, their contributions remain with me.

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    High Payoff Contributions

    The following four items are tasks (or performance areas) that a trusted assistant can undertake readily, freeing your time of up to a couple of hours a day immediately and dramatically improving the operation of your office — unless it’s already a finely-tuned machine.

    1. Be the steward of your schedule. Encourage your assistant to take ownership of the effectiveness of your schedule. Make sure he or she understands your work priority and who can — and should — be allowed to override your planned day. Then, let your assistant begin managing your appointments for you. Meet with him or her every morning and afternoon to review it for a couple of weeks and then reduce the meetings to a frequency that serves you both.
    2. Filter and order your email. Really. Why do you need to decide which email you read — and why should you have to repeatedly make that decision based on when someone sends it? People send far too much email and exercise almost no discernment in how to make it more effective. Let your assistant decide what you need to read, and when. How the two of you organize this process is up to you.
    3. Take notes on topics of interest to you in meetings. If you’re using your assistant effectively, he or she already has an idea of what kind of information you need to perform your job well. Let them help you obtain it, and encourage them to make you aware of things you haven’t asked about.
    4. Identify improvements in office operations. This one’s easy. Or you can make it hard. If you don’t have another person who is the office manager, your assistant will be in a great position to recommend — or simply make happen — improvements in how people and information flow into and out of your organization. Give them the responsibility and authority to do it.

    Potential Game-Changers

    The remaining four items contain items some managers are comfortable with, and some items many are very uncomfortable with. No one promised management was easy; these potential game changers can help a great assistant help you be vastly more effective.

    1. Respond to routine email for you. Many of these are fairly easy. Typical examples include routine requests for information, responses to scheduling emails, and inquiries for which your subject matter expertise or specific decisions are not required. In other cases, allowing your assistant to understand how you would respond to similar messages will enable him or her to draft the responses for your review and transmission.
    2. Attend non-decisional meetings for you. If the purpose of the meeting is the distribution of information rather than decision-making, your assistant may free up some of your time for other things by attending these meetings and gathering the information. Then they can summarize it for your review.
    3. Demonstrate potential for advancement. Some really great assistants are very happy in that role and have no desire to move to other positions or to acquire additional responsibility, even when demonstrating clear capability for it. Others have the capability and the desire for increased responsibility. Consider giving it to them. Otherwise you lose a great assistant, as well as a potentially high performer for another job.
    4. Identify potential talent for you. What?! Let your assistant find talent for you?! Why not?  If an assistant has the ability, why waste it? Few people will know your organizational needs and management agenda as well as your assistant, and few people are as well-positioned to “sell” working for you. Does that mean let them hire the talent?  No. I’m not suggesting delegating hiring authority. I’m suggesting leveraging available assets to achieve greater effectiveness with limited time and resources.

    (Photo credit: Young Woman Wearing Headset via Shutterstock)

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    Last Updated on November 5, 2019

    How to Use Visual Learning to Work More Effectively

    How to Use Visual Learning to Work More Effectively

    Knowledge is essential to become successful in life, your career and your business. Without learning new concepts and becoming proficient in our craft, we cannot excel in our chosen careers or archive knowledge to pass down to the next generation.

    But content comes in various forms, and because how we learn influences how much we know, we need to talk about learning styles. This article will focus on how to utilize visual learning to boost your career or business.

    The Importance of Knowing Your Learning Style

    Knowing your learning style enables you to process new information to the best of your ability. Not only does it reduce your learning curve, you’re able to communicate these same concepts to others effectively.

    But it all starts when you’re able to first identify the best way you learn.

    As a college student, I soon figured out that taking online courses without visual aids or having an instructor in front of me led to poor retention of concepts.

    Sure, I got good grades and performed excellently in my online exams. However. I discovered that I couldn’t maintain this performance level because I forgot 80 percent of the course content by the end of the semester.

    There are several types of learning styles known to mankind. To give an idea of how visual learning stacks up against other learning styles, here’s a brief mention of some of the different types of learning styles we have.

    The four most popular types of learning styles are:

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    • Visual learning style (what this article talks about).
    • Aural or auditory learning style (learning by listening to information presented).
    • Verbal or linguistic learning style (learning that involves speech and writing).
    • Tactile learning style (learning by touching and doing)

    But for the purposes of this article, we will be focusing on using visual learning to boost your career or business.

    How to Know If You’re a Visual Learner?

    When it comes to boosting your career, business (or education), a visual learner is one who would most definitely choose shapes, images, symbols, or reading over auditory messages.

    I’m talking about preferring to read an actual map when navigating to a new place over listening to verbal directions. I’m talking about discovering that you actually have trouble remembering what your manager said at the meeting because there were no graphs or illustrations to support the points raised.

    Most people who struggle with learning probably aren’t leveraging their best learning styles. The earlier you identify how your learning style can boost your success, the less struggle you will encounter with processing new information throughout your career.

    However, visual learning in particular CAN 10x your career or business whether it is your preferred learning style or not. And here’s why:

    Several studies have arrived at the conclusion that the brain retains more information with the help of visual aids. In other words, images are directly processed by our long-term memory which helps us store information for longer periods of time.[1]

    While some lessons can be performed orally, several concepts can only make sense if you have an image with an explanation of sequences (i.e learning about the human DNA).

    Visual learning does use a different part of the brain and visual cues are processed by the part of the brain known as the occipital lobe.

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    By engaging more parts of the brain during learning, you’re able to have a fuller understanding of concepts and facilitate better interaction with your immediate environment.

    How to Use Visual Learning for Success

    Here’re 4 ways to use visual learning to boost your career or business:

    1. Bring back the to-do list. Then add shapes and colors to boost productivity.

    We live in an age where computers have taken over virtually every aspect of productivity and most human functions. But written lists are making a comeback, and with an endless number of important tasks to complete, having a to-do list of tasks in order of importance can improve your productivity.

    While coming up with a list is initially challenging, adding colors and shapes to written lists that you personally write and manage gives you an extra layer of assurance and boosts aids recall so that you actually get stuff done.

    I have tried this technique in my work as a registered nurse and discovered that adding shapes and colors to to-do lists helps me delegate tasks, recognize where more work is needed, and makes it easy to cross off completed tasks at the end of the day.

    2. Add graphs, charts and symbols to your reports.

    Yes, it seems like more work cut out for you. However, graphs enable you monitor the heartbeat of your business.

    Graphs and charts help you trend your finances, budget, and pretty much any data overtime. With the help of free and premium software available on the market, it has become easier to take plain data and in a matter of seconds, have relevant information displayed in different shapes and images.

    As an entrepreneur, you can make predictions and allocate funds wisely when you’re able to see whether your efforts are rewarded. You can use colors and charts to delegate actions to members of your team and track performance at the same time.

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    And when broken down into monthly, quarterly, bi-annual or annual goals, graphs and charts communicate what ordinary text cannot.

    3. Effectively brainstorm with mind-mapping.

    Mind-mapping is not new but I don’t think it’s been talked about as often as we do to-do lists.

    With mind mapping, you’re organizing information accurately and drawing relationships between concepts and pieces from a whole.

    Think of a mind map as a tree with several branches. For example, the tree can symbolize healthcare while each branch stands for nursing, medicine, laboratory science, and so on. When you look at nursing, you can further branch out into types of nursing; pediatric, women’s health, critical care, and so on.

    It’s an interesting relationship; the more ideas you’re able to come up with for your chosen subject, the deeper you get and the stronger the association.

    Mind maps really show you relationships between subjects and topics, and simplifies processes that might seem complicated at first glance. In a way, it is like a graphical representation of facts presented in a simple, visual format.

    Mind mapping isn’t only limited to career professionals; business owners can benefit from mind mapping by organizing their online learning activities and breaking down complex tasks into simple actions so that you can accurately measure productivity.

    4. Add video streaming to meetings.

    What if you could double the productivity of your team members by video streaming your meetings or adding flash animation to your presentation at the same time?

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    When you offer video as an alternative method of processing information to colleagues, there is a greater chance of retaining information because we recreate these stories into images in our minds.

    For organizations that hold virtual meetings, it can also be an effective way to enhance performance during if people can see their colleagues in addition to flash animation or whatever form of video is provided during the meeting.

    Is Visual Learning Better Than Other Learning Styles?

    No, that is not the point. The goal here is to supplement your existing dominant learning style with visual learning so that you can experience a significant boost in how you process and use everyday information.

    You might discover that understanding scientific concepts are much easier after incorporating visual learning or that you’re able to understand your organization’s value when projected on a visual screen with charts and graphs.

    The overall goal is to always be learning and to continue to leverage visual learning style in your career and business.

    More About Learning Styles

    Featured photo credit: Unsplash via unsplash.com

    Reference

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