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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 March 29, 2021

    5 Types of Horrible Bosses and How to Beat Them All

    5 Types of Horrible Bosses and How to Beat Them All

    When I left university I took a job immediately, I had been lucky as I had spent a year earning almost nothing as an intern so I was offered a role. On my first day I found that I had not been allocated a desk, there was no one to greet me so I was left for some hours ignored. I happened to snipe about this to another employee at the coffee machine two things happened. The first was that the person I had complained to was my new manager’s wife, and the second was, in his own words, ‘that he would come down on me like a ton of bricks if I crossed him…’

    What a great start to a job! I had moved to a new city, and had been at work for less than a morning when I had my first run in with the first style of bad manager. I didn’t stay long enough to find out what Mr Agressive would do next. Bad managers are a major issue. Research from Approved Index shows that more than four in ten employees (42%) state that they have previously quit a job because of a bad manager.

    The Dream Type Of Manager

    My best manager was a total opposite. A man who had been the head of the UK tax system and was working his retirement running a company I was a very junior and green employee for. I made a stupid mistake, one which cost a lot of time and money and I felt I was going to be sacked without doubt.

    I was nervous, beating myself up about what I had done, what would happen. At the end of the day I was called to his office, he had made me wait and I had spent that day talking to other employees, trying to understand where I had gone wrong. It had been a simple mistyped line of code which sent a massive print job out totally wrong. I learn how I should have done it and I fretted.

    My boss asked me to step into his office, he asked me to sit down. “Do you know what you did?” I babbled, yes, I had been stupid, I had not double-checked or asked for advice when I was doing something I had not really understood. It was totally my fault. He paused. “Will you do that again?” Of course I told him I would not, I would always double check, ask for help and not try to be so clever when I was not!

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    “Okay…”

    That was it. I paused and asked, should I clear my desk. He smiled. “You have learnt a valuable lesson, I can be sure that you will never make a mistake like that again. Why would I want to get rid of an employee who knows that?”

    I stayed with that company for many years, the way I was treated was a real object lesson in good management. Sadly, far too many poor managers exist out there.

    The Complete Catalogue of Bad Managers

    The Bully

    My first boss fitted into the classic bully class. This is so often the ‘old school’ management by power style. I encountered this style again in the retail sector where one manager felt the only way to get the best from staff was to bawl and yell.

    However, like so many bullies you will often find that this can be someone who either knows no better or is under stress and they are themselves running scared of the situation they have found themselves in.

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    The Invisible Boss

    This can either present itself as management from afar (usually the golf course or ‘important meetings) or just a boss who is too busy being important to deal with their staff.

    It can feel refreshing as you will often have almost total freedom with your manager taking little or no interest in your activities, however you will soon find that you also lack the support that a good manager will provide. Without direction you may feel you are doing well just to find that you are not delivering against expectations you were not told about and suddenly it is all your fault.

    The Micro Manager

    The frustration of having a manager who feels the need to be involved in everything you do. The polar opposite to the Invisible Boss you will feel that there is no trust in your work as they will want to meddle in everything you do.

    Dealing with the micro-manager can be difficult. Often their management style comes from their own insecurity. You can try confronting them, tell them that you can do your job however in many cases this will not succeed and can in fact make things worse.

    The Over Promoted Boss

    The Over promoted boss categorises someone who has no idea. They have found themselves in a management position through service, family or some corporate mystery. They are people who are not only highly unqualified to be managers they will generally be unable to do even your job.

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    You can find yourself persistently frustrated by the situation you are in, however it can seem impossible to get out without handing over your resignation.

    The Credit Stealer

    The credit stealer is the boss who will never publically acknowledge the work you do. You will put in the extra hours working on a project and you know that, in the ‘big meeting’ it will be your credit stealing boss who will take all of the credit!

    Again it is demoralising, you see all of the credit for your labour being stolen and this can often lead to good employees looking for new careers.

    3 Essential Ways to Work (Cope) with Bad Managers

    Whatever type of bad boss you have there are certain things that you can do to ensure that you get the recognition and protection you require to not only remain sane but to also build your career.

    1. Keep evidence

    Whether it is incidents with the bully or examples of projects you have completed with the credit stealer you will always be well served to keep notes and supporting evidence for projects you are working on.

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    Buy your own notebook and ensure that you are always making notes, it becomes a habit and a very useful one as you have a constant reminder as well as somewhere to explore ideas.

    Importantly, if you do have to go to HR or stand-up for yourself you will have clear records! Also, don’t always trust that corporate servers or emails will always be available or not tampered with. Keep your own content.

    2. Hold regular meetings

    Ensure that you make time for regular meetings with your boss. This is especially useful for the over-promoted or the invisible boss to allow you to ‘manage upwards’. Take charge where you can to set your objectives and use these meetings to set clear objectives and document the status of your work.

    3. Stand your ground, but be ready to jump…

    Remember that you don’t have to put up with poor management. If you have issues you should face them with your boss, maybe they do not know that they are coming across in a bad way.

    However, be ready to recognise if the situation is not going to change. If that is the case, keep your head down and get working on polishing your CV! If it isn’t working, there will be something better out there for you!

    Good luck!

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