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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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    SEE ALSO: Four Effective Natural Stress Remedies

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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 October 16, 2019

    How to Bounce Back Gracefully After Getting Fired

    How to Bounce Back Gracefully After Getting Fired

    Whether you saw it coming or not, getting fired is a real shock and its impact is daunting. What did you do wrong? What are you supposed to do next? When will you stop feeling so angry?

    But there are ways to deal with a layoff.

    The most important thing is to remain calm and see it as an opportunity to reflect, change and improve. This is a great time to consider what happened, look again at your needs and desires and start afresh on a stronger, more constructive basis.

    Let’s take a look at how you can bounce back gracefully after getting fired.

    1. Deal with the Shock of Getting Fired

    To lose your job is to lose your identity as a worker and as a person. Debbie Mandel, author of Addicted to Stress, states that 7 out of 10 of us define ourselves by our job titles, since work is where we spend the majority of our time and energy.

    Being laid off affronts your sense of self-worth—it implies that you simply are not good enough. It’s no wonder you feel confused and emotional.

    The first thing, then, is to take some time to digest what happened and deal with the overflow of sensations. People who quickly recover from the pain of a job loss tend to do two things very well:

    First, they accept their feelings of sadness, anger, fear and shame as a part of the natural healing process.

    Second, they do their complaining to a friend.

    Never call out your boss in the office or on social media. It’s a bad form to speak ill of the company you work for. Stay stylish, and your employer will speak better of you when you need a reference.

    2. Stay Away from the Drama Queens

    Mass layoffs are, unfortunately, very common. If this is your situation, then you may be surrounded by a lot of angry people, ruminating and lamenting their fate.

    “It’s not fair!” they say. “After everything we did for this company! We don’t deserve this!”

    You’ve lost your job and that’s tough. But please resist the urge to join in the negativity. Positivity is by far the most important attitude to apply right now. If staying upbeat means you have to limit your exposure to the Negative Nellies, then that’s what you have to do.

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    Remember, life is not harder for you than it is for other people on this planet. You live in a democracy, you have freedom of choice and you enjoy a certain material abundance.

    Stay positive and focus on what’s going well in your life and the exciting future opportunities available to you. Getting fired is only a temporary setback.

    Staying positing could be challenging in a difficult situation, so these tips can help:

    10 Questions To Ask Yourself To Stay Positive When Facing Difficulties

    3. Take a Break and Let the Dust Settle

    Instead of running straight into another job that may not be the right one either, take a short break to recover from the job loss. You need a week or two to de-stress and meditate on the next step.

    Be attentive to your need for self-care during this interlude. Everything goes so fast these days that we often do not stop to think or give ourselves the permission to do a little mourning.

    Getting fired is a big shock: you need time to refocus and take stock of the new reality. Do not make things harder for yourself!

    What you need is to pause a while and do some self reflection:

    How Self-Reflection Gives You a Happier and More Successful Life

    4. Be Anchored in the Present

    Since you no longer have a hold on the past, but have not yet designed your future, try to build yourself up with the present. What do we mean by that?

    We mean that right now is the only time you have any control over. Focus on that instead of losing yourself in memories or reliving the awful day you got fired over and over in your head.

    Get up at 7 a.m. each day, whatever happens. The body needs rhythm and habits. You will feel much more energized if you keep a consistent routine. Maintain a healthy lifestyle, revisit your budget, play sports, volunteer. Take care of the practical stuff like claiming unemployment. Enjoy the small pleasures of everyday life.

    When you’re busy, there’s no room for the inner critic to raise up and derail you. Keep active, and you will gain more of the precious energy you need so much to move forward.

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    Try these things to help you live in the moment:

    34 Ways To Live in the Moment And Grow in the Moment

    5. Understand the “Why”

    There are lots of reasons why people are fired. Sometimes the mistake is yours and it’s embarrassing to admit you backed yourself into this corner.

    Other times, it’s not your fault. Businesses change direction all the time—maybe yours is going through a major transition or merger and your job is disappearing.

    Either way, to give the situation some closure, you need to understand why you were dismissed. What slipped? What could you have done differently? Was your boss really out to get you or did you do something to put your job in jeopardy?

    Be honest with yourself. It’s not easy to admit that you might have dropped the ball but it’s the only way to turn the situation into a learning experience. Ask yourself:

    What skills do you need to improve?

    Is there training you can access, or learning you can do?

    In the end, did this job suit you that much? Were you happy there?

    Reflecting on these questions can help you put things into perspective. What lessons can you learn to avoid reproducing the same pattern in your next job?

    6. Find out If You Were the Right Fit

    Hiring decisions ultimately come down to personality. You can study for an interview all you like, but every candidate who is chosen for interview has the right credentials for the job.

    The final decision comes down to personality. Who does the recruiter like the best? Who is a better fit for the company culture? That’s the person who strikes it lucky.

    Firing decisions are based on personality, too. Slacking off, insubordination and playing fast and loose with the company rules—these are the official reasons why people are getting fired.

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    But all of these reasons boil down to one thing: personality. Specifically, they signal a personality clash between an employee and a manager, or an employee’s fit with the company’s culture.

    Here’s an example:

    Suppose you were fired for “not being a team player.” Some people, namely introverts, lose energy when they are surrounded by other people and gain energy when they are on their own. Forcing an introvert to continuously work on a busy, noisy team without any solitary rest periods means the job is a mission impossible. This employee will never perform at her best.

    Or how about the time the Kansas City Star newspaper fired Walt Disney for a perceived lack of imagination? Talk about a clash of personalities![1]

    Getting fired can be a signal to turn inward and do some self-reflection so you can better understand your personality and how it might fit in with corporate culture.

    In particular, personality assessments based on Isabel Briggs Myers’ sixteen personality types can help you to understand your own work style and how you can find a job and workplace that better match who you truly are.

    In many cases, it is totally liberating to realize that all the crap you had to deal with was just down to a clash of work styles and not something you did wrong!

    7. Rediscover Your Strengths and Talents

    A personality test can also give you clear insights into your strengths, weaknesses, motivations and work potential. Do you have leadership abilities? How do you communicate and manage conflict? What benefits do you add to an organization?

    Identifying your working style should be your top priority right now, otherwise you risk accepting a new position that has all the same problems as before. The last thing you want is to reproduce the same old dramas the next time around.

    When you become aware of your potential, you will have the confidence to search and find the type of work you love.

    For example, getting fired from your banking job may have knocked you sideways. But you have some stellar home decorating skills, and a personality test shows that you are curious, flexible, rational and resilient—all the traits of successful entrepreneurs. Maybe this dismissal is an opportunity to launch the business you’ve always dreamed of but never dared to admit to yourself?

    By considering all your special skills and talents, you increase your chances of finding a job you would really enjoy, and not just the one you can do.

    8. Get the Word Out

    At this point, you should be ready to take action and move forward with your job search. Let’s not sugarcoat the situation: getting a new job is tough. It helps to have a clear idea of the direction you want to go in, a list of all your crossover skills and a freshly polished resume.

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    Look around for inspiration. Talk to recruiters in your sector to establish what they consider to be your most valuable skills. Use all the resources at your disposal: job search agencies, headhunters, work coaches, careers websites and so on. These resources can help you match your qualifications to the job requirements and ensure you have the right keywords on your resume.

    Don’t hold back on marshaling your networks. Put friends and family to work to pop up leads, and don’t be afraid to ask for referrals. Sometimes the simple act of getting the word out to the people who know you is the surest way to find work fast.

    9. Anticipate Questions and Know How to Answer Them

    Even if it wasn’t your fault, getting fired can hurt you if you don’t know how to explain why you were let go. You have to be honest here and tell recruiters the truth. Even if a would-be employer does not specifically ask why you left your previous job, it is better to clarify the situation upfront before it comes out in your references.

    The best approach is to take your share of responsibility and show that you want to go forward and that you understand the lesson.

    For example, suppose you got fired for asking the difficult questions that no one wanted to answer and your candidness set people on edge. Acknowledge that some people perceive your communication style as abrupt and explain how you’re taking steps to increase your diplomacy skills.

    A recruiter can be seduced by someone who knows how to evolve and who shows a great energy for personal development.

    10. Adapt and Persist

    Throughout this journey, you inevitably will go through moments of self-doubt and disappointment. There are undulations in every road, and these are the normal steps for regaining self-confidence after getting fired.

    Stay tough! Don’t conclude that your future is hopeless just because the dream job doesn’t land straightaway. You open a positive path when you maintain focus. Have the confidence to know that the perfect job for you is out there.

    Remember, you are not alone. Many people walked this road and they would urge you to keep the momentum. Stay open-minded and go where the opportunities take you: it will bring you closer to the job you really want.

    Coming Out on Top

    While getting fired isn’t the ideal situation, it isn’t the end of the world either. Even if feels like a doozy right now, you will get through it and emerge happier on the other side.

    Be clear on what you want, have courage and believe in yourself. In the end, you may decide that getting fired was the best thing that ever happened to you. It can be the catalyst for a powerful, career-fulfilling change.

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    Featured photo credit: Jesus Kiteque via unsplash.com

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