In my mind, the single most important aspect of our role is to save our Executive’s time. Saving our Executive time means they can spend that time on making the organisation more successful. There are loads of different ways we can save our Executive’s time, but I think it all starts with the fundamental task of diary management.
So today I am sitting at my kitchen table hoping to write a few blog posts before my son wakes up from his morning nap. I have my laptop open, blog up and running, notebook and pen by my side and a cup of tea that has already started to go cold. I am ready to start working. However, in the last ten minutes I’ve checked Facebook, checked my son is breathing, thought about some flights I have to book later this evening, sung the theme tune to Peppa Pig in my head at least twice and eaten three (okay four) biscuits. Productive I am not!
You’ve got an event coming up and your boss suggests that you meet and travel together. You know that this is a great opportunity to have one to one time with her, but are not sure if you have anything in common. You start to imagine hours of uncomfortable silence, like a bad date, but one where you have to the see the person again. This could be the longest and most career-annihilating journey of your life.
Firstly, happy New Year! Last year was a mixed bag wasn’t it?! I hope you all had a lovely break and are looking forward to the year ahead. As usual, we have a packed schedule for 2017, starting with the Assist Conference in February.
Today I am writing about one of the key themes for this year’s conference – using your tool kits to add value within your organisation. I used to struggle with this during my career as an assistant. Sure, I worked on projects that contributed to the success of the organisation but I had many skills that were not used because nobody knew I had them and I didn’t proactively promote them. It took a while, and a thoroughly excellent boss, for me to gain the confidence to promote my skills, to go into meetings and say ‘actually, I can do that’. The first time I was given a project outside of my usual role was nerve racking, but I did a good job (I saved my organisation a lot of money) and from there I had more confidence in my toolkit, my colleagues did and my Executive did. Which meant I got a lot more interesting work and was able to add value in different areas. The moral of the story is that assistants have a huge amount of skills and can add value in a number of areas within the workplace, we just need to have the confidence to promote ourselves.
During the conference, we will have a session on confidence in the workplace, but let’s look at areas assistants can add value. This article from Eat Your Career, suggests 6 ways to add value and I think it is a great place to start for assistants. The 6 areas are:
1. Save money
2. Make money
3. Improve efficiency of a process or procedure
4. Improve quality of a product or service
5. Fix an existing problem
6. Prevent a future problem
Saving money and making money.
Assistant’s work with suppliers on a regular basis and can easily research and suggest new suppliers which might save the organisation money. Every year it is well worth reviewing all of the suppliers that you use and renegotiating your contracts. You will inevitably save your organisation a little money and potentially you could save them a lot.
Making money for your organisation is a little trickier. Well.. Actually, maybe not. You save your Executive a lot of time. Time that they spend building relationships with existing clients and making new clients. So effectively, you do make your organisation money. A LOT OF MONEY. Not many of your colleagues can say that!
If, however, you would like to make money for your organisation in a more traditional way think about networking. There are lots of opportunities for assistants to network either through industry events or through specific assistant events. While attending these events it is always worthwhile thinking about how your organisation can benefit other’s. What can you sell at these events. This is how your Executive thinks while attending networking events and you should act the same.
Improving efficiency of a process or procedure.
Again, this is an area that Assistants can ace. We are heavily involved in the day to day process and procedures within our organisations. If there is an area that you think can be improved then it is well worth speaking to your Executive about making some changes. Sometimes, it is worthwhile just making the change – if you can – and tell your Executive after. That my friend, is proactivity!
Improving the quality of a product or service.
To improve the quality of a product or service firstly you need, you have a good understanding of what your organisation does. Business acumen is so very vital for assistants, but many of us probably do not know all of the ins and outs of our organisation. What are the top products, who are the clients, what services does your business offer them? Once you have a greater understanding of what your business does you will have the knowledge to participate in conversations about the business and make suggestions. You have regular contact with your Executive and you have access to reports and documents so you are in a good position to add value in this area.
Fixing an existing problem, preventing a future one.
Assistants are natural problem solvers, most of us will have this skill in our toolkit. We are really well placed in the organisation to see problems and prevent future ones from occurring. Just think, how often we are called upon to sort out the problem with the photocopier? Our colleagues come to us with all manner of issues, so why not take the time to solve these issues so that they don’t happen again. This really can add value to the organisation and aid productivity.
Assistants add value everyday.
Often without really knowing it. We are hugely valuable to our organisations. We have so many skills that can be put to good use. During the Assistant Conference, we will explore these skills in greater detail and help you unlock your potential. Places for the conference are still available so do check out the website for more information… Here are a few more details below.
Assist Conference 2017
During the conference, we will be discussing all of the important tools that assistants need to succeed in the role – now and in the next 5 years. Taking place on the 24th February in London for only £300+VAT. If you would like to book your place on the conference, check out the programme or the speakers, please do make your way over to the website.
Did you know, on average office workers will spend 13 minutes and 13 seconds each day searching for missing paperwork and stationery? That’s despite one in five decluttering their desks on a weekly basis. The little things we do in the office each day really do add up, according to a new study from Avery UK.
At our recent regional events we discussed some of the issues that are facing assistants today. Lots of challenges came up, but one that struck me as typical across all industries was the actual amount of work that the assistants had to do. Assistants are taking on more and more tasks and are involved in all sorts of projects. This is great (as long as we are appreciated for it and well… That is a whole other blog post!), but it can also be overwhelming. How do we keep on top of all of the work that we have piled up around us? How do we ensure we are, and here comes the dreaded word, productive. Today, I’m going to write about the productivity killers. Those annoying things we do that stop us being productive. Here are my top five.
When hiring external meeting spaces assistants should treat the task as they would a small event. There are many factors that will make the meeting a success. Assistants must ensure they hire a meeting space that contributes to the success of the meeting. Here are some top tips for booking space for your Executive meetings.