I can remember the first meeting I went to instead of my manager was terrifying. It was a last-minute decision because she was running late and I didn’t have time to prepare myself properly. I didn’t do anything in the meeting except take a few notes and agree to report back to my manager later that day. I was so annoyed at myself because I knew exactly what was being discussed once I was in the meeting and I knew I could contribute but because I was so unprepared I didn’t feel very confident in voicing my opinion.
After a bad start, I decided that I did want to be involved in meetings and did enjoy making decisions on behalf of my manager so I came up with a plan that would help me be prepared to represent my manager at the drop of a hat and with confidence. How should assistants represent their boss at a meeting? Here is that plan.
How should Assistants represent their boss at a meeting
Have regular meetings with your manager
I know I say this in most of my blogs but having regular meetings with your manager does help assistants stay on top of everything that is going on. In your catch up meetings review your manager’s diary that day and also for the week ahead. You should discuss what each meeting is for, what the objectives are, who is attending and what your manager hopes to achieve during the meeting. Hopefully, you will know most of these answers because you have arranged the meeting but do make sure all areas are covered so if you have to step in for your manager you already know what to expect. Also as I’ve said before having consistent catch-up meetings with your manager will help you develop a good understanding of the overall business and increase your awareness of your manager’s role within the organisation.
If you have been asked to attend a meeting on behalf of your boss and have been given some prior notice then do schedule a specific catch up meeting to get a brief from your manager. Also, find out how they want you to feedback the outcomes of the meeting.
Attend meetings with your boss
As part of your development programme ask your boss if you can attend meetings with them so that you can see how they operate during the meeting, who they are meeting with and how they go about making decisions. You will find with time that your boss will ask your opinion more and more and they will confide in you too, just because most people want to share what they are thinking. After a while, you will become a regular fixture at meetings so when you do represent the boss on your own most of your colleagues will be used to seeing you there.
Attend meetings without your boss
As you take on more work and become involved in more projects, you will inevitably attend more meetings. In those meetings always say something. Have an opinion and voice it. This will improve your confidence, and your colleagues will see that you worth listening too. The natural task for assistants in meetings is to take the notes so when you don’t have to ensure that you do not. You want to be part of the meeting and offer the other skills that you have. Again stepping out of your comfort zone will help your confidence.
Get to know your colleagues
I don’t just mean get to know what your colleague’s favourite drink at the bar is, or how many kids they have (although that is important), I suggest that you get to know all of your colleagues and how they interact with each other. In a big organisation, it is impossible to know everyone, but you should know all of the departments, who is heading up each department, how big the teams are and what each part of the business does. All of this should be easily accessible on your intranet or via HR so do study up. If you are representing the boss at a meeting, you may not know who the people in the room are on a personal level, but you should have an understanding of what they do and what they want from your manager.
Making big decisions
As tempting as it is to agree that the company should close early every Friday your manager is not going to be pleased if you have agreed with something on their behalf that isn’t in the best interest of the organisation. Do remember that you can have opinions in meetings and you can certainly answer questions knowing that your manager would answer in the same way but don’t say agree to anything if you are not sure. It is okay to say that you don’t know and you will have to find out the information after the meeting. Don’t get suckered into anything that might come back to haunt you!
So that was the plan I followed, and it certainly has helped over the last few years. I do feel much more prepared for meetings I take on behalf of my manager and for the meetings I have in general. Another little tip I have is to actively listen during meetings when I am taking notes. It is surprising how much you pick up on how to conduct yourself at a meeting from other people when you are not there to make decisions. Now that I have moved up the career ladder and become much more of a business partner as well as an EA I have found myself frequently attending meetings on behalf of my manager and representing them at lots of different events and functions.
The eBook is designed to help you navigate the first few months of your new role. Here you will find everything you need for the initial first meeting with your Executive. You will also find articles on how to navigate the tricky world of working with the Executive Team, building rapport with your new Executive and advice on how you can work effectively with a boss who has never had an Assistant before. Download the free eBook now.