Executive Assistants live by the clock. Here are some proven tips from veteran Executive Assistants that will help you manage your time.
“I must govern the clock, not be governed by it.”Golda Meir
As an Executive Assistant one of your most pressing tasks is keeping everything, including your boss, running on time. In fact, time is the basis of everything you do, and it is up to you to take control of it and manage it in the best way possible.
Executive Assistants have to deal with time-related dilemmas every day to keep things moving, get all tasks done and ensure that they have offended nobody while doing so at the end of the day.
Here are some proven tips, from executive assistants, to help you manage your time and keep things moving along smoothly and efficiently.
- To Do List. Update your to do list at the end of every day, adding new tasks and prioritizing them. Read through the list before leaving the office so you know what to expect the next day. Be realistic with your list and remember that there will always be unanticipated urgent tasks popping up that you’ll have to take care of. Look back at your day’s to do list during the day to keep yourself on track.
- Email. Check your Email when you get into the office and prioritize it. Delete as much as you can and deal with any correspondence you can, by writing draft replies. Don’t open your Emails again until after lunch and prioritize again as you did in the morning. New Emails arrive all the time so if you don’t do this you’ll never get anything else done.
- Interruptions. It is not easy to work in an open office so the best thing to do when someone comes up to your desk is politely greet them and ask how you can help them, while continuing with your work. If they are there to socialize and don’t get the hint you may have to be more direct and tell them you have a deadline but you’ll chat with them at lunch.
- Say “No”. Most people don’t like to say “no”. Some because they don’t want to let others down and others because they really want to help, but you have enough on your plate as an executive assistant and you can’t help everybody all of the time. An efficient Executive Assistant has to learn to say “no”.
- Schedule “You” Time. No, that isn’t time to go to the spa or shopping. It’s the time you block out on your calendar for yourself everyday to get your work done and to plan your next few days. Taking the time to plan even the smallest of tasks can save you lots of time in the long run.
- Face To Face Meetings. Meeting with your boss at least once a week is imperative for you to know what to schedule for her week, and what her priorities are for the week.
- Delegate. Whenever you can. Don’t forget that you are helping others develop their skills when you ask them to do a task for you.