Do you also experience this? A packed agenda. Everything crammed together. No time to work things out. Double bookings. Actually, you’re doing too much yourself, when you don’t have to anymore.
In short: a challenge. You’re not alone in this. I’ve experienced the same. And nowadays, it’s a topic that comes up a lot when I work with clients. One of my clients didn’t (yet) make use of the executive assistant, because he was afraid in advance that she would fill his agenda. Time for agenda management and a good conversation with his secretary.
“My secretary has filled my agenda”
And recently, one of my clients had to reschedule his appointment with me because “his secretary had filled his agenda”. In situations like these, I immediately turn it around and ask: “Why did you let your agenda get filled? Put your hand in your own bosom and take responsibility for your own actions. And have a conversation with your secretary”.
Many executives often still underestimate the added value their secretary can provide. But you have to specify exactly what you – as a manager – need and find important. It requires consultation and coordination to achieve a joint, optimal cooperation.
When I write secretary and refer to ‘her’, I mean both male and female and I also mean titles such as management assistant, office manager, management executive, virtual assistant, etc.
Here are 10 tips to achieve optimal cooperation with your secretary:
10 Tips for optimal cooperation with your secretary
- Indicate what you find important for your business agenda and your private agenda. For example, family appointments, taking into account your sports evenings.
- Build a relationship of respect and trust. Only then will you create a unity.
- Consider your secretary as a sparring partner and as a business partner. Share a lot with her, let her know what’s going on so she can anticipate regarding your agenda.
- Offer her the context of matters, explain what’s going on and what you expect exactly. And check if it’s really clear enough for her.
- Indicate what you find important in your weekly and daily agenda: how much space do you want between appointments, how many appointments? Is travel time taken into account? Do you want early appointments, or rather late in the afternoon, evening?
- Invest in your cooperation. Don’t assume that everything is self-evident. Invest in cooperation and communication with your assistant. Better understanding – on both sides – leads to better results. If a lot of mistakes are made, you know you need to invest more time in her to clarify what you want.
- Compliment her when you’re satisfied. That gives energy and confirmation.
- Listen to her. Because of her position, she hears and sees a lot. She can often have very useful tips that improve collaborations or operations.
- Be open to each other. Speak things out to each other. Also invite your secretary to do so. Due to the nature of the work, management assistants are service-oriented. Therefore, they can sometimes take on too much or not speak up about things sufficiently.
- Good cooperation leads to what is really important to you: keeping focus on the priorities of your business. So ask yourself with everything: “what can I delegate?” Here you find tips for more planning, delegating and focus.
Do you have more tips for this article? As a manager? Or as a secretary? I appreciate your response.
Do you want more useful tips to help you focus on your business and lead your team? Then read the book “Mijn Beste Team Ooit! In 7 stappen naar Golden leadership“. Now also available as an e-book and audiobook. And if you’re reading this as an entrepreneur? Then also read my second book on how to achieve better business results and avoid pitfalls.
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