It’s Nina Segura here from Metaspire Consulting, and I’d like to share some tips that I learned as an administrative assistant. These tips helped me to stay organized and also start my own company!
As an assistant, sometimes I felt like I never had enough time to finish everything. Other times, I was waiting for someone or something to give me what I needed. Often, I had to address a customer or my boss’ complaints, and it certainly wasn’t always easy for me to get everyone to work together in the best way I knew they could.
Since you’re probably like me, you pride yourself on the ability to multitask and get things done in a timely manner. This can sometimes lead to “carrying more than your own weight” which in turn creates the stress that you are trying to eliminate!
Here is a quick exercise you can use to streamline your workflow so that you don’t get bogged down in unproductive distractions:
The “Streamline Your Day” Exercise
- When you organize your work for the day write down your daily tasks and review them before you start anything.
- Ask yourself, “Which tasks can I replicate for other requests?” Group the similar tasks. (e.g. take care of all your appointment setting in one time block, instead of as requests come in throughout the day). “Batching” similar activities like this, keeps your mind in gear and prevents you from getting distracted by unrelated tasks.
- You can also use more advanced tools such as Microsoft Project to help identify which tasks to complete before others can start and vice versa.
I know that you have many different customers which often times results in conflicting priorities. I hope that these exercises will help you streamline your day and set clearer expectations with those around you.
“Sometimes the questions are complicated and the answers are simple.” ~ Dr. Seuss
Was this tip helpful? Please let me know your experience with this exercise! I look forward to hearing your feedback and want to hear your suggestions on topics you would like me to discuss in the future.
Stay tuned for my next blog, where I will share a special technique to handle last minute requests like you knew they were coming!