The Savvy Assistant Podcast Episode 2, Part 2 of 5 – Annual Reviews & How to Rock Them in 2019
- MANAGEMENT ABILITY
Are You are continuously examining your administrative effectiveness and seeking better procedures?
- Are you always trying do you find better ways to do things? This is key.
- Don’t accept the phrase “we’ve always done it that way” I actually REALLY hate it, it creates legacy, and it’s our job to improve and or change things for the better.
- Ensure you are stating problems and results in your annual review.
- Are you unsure about how to create a process? Check out https://www.allthingsadmin.com/ Julie Perrine is the queen of processes.
You’re Developing successful administrative strategies
- Such as a solid team rhythm, setting important meetings, all hands, MBR’s, QBR’s, etc., working with your Business Manager or Chief of Staff to plan them out for the entire year.
This gives your team opportunities to plan, drive and execute as well as build their own team rhythm.
You’re Striving to establish effective systems.
- Do you keep documents organized?
- Are they easily accessible?
- Did you create an electronic filing system?
- How do you keep files from getting duplicated or deleted?
- Are you using tools like the cloud, an example would be [Microsoft OneDrive or Microsoft SharePoint] OneDrive will allow your team to access documents from any device. These are effective systems.
- For More information about Microsoft Productivity Apps go to: microsoft.com
- For more on effective systems, I’m going to point you to Julie Perrine at All Things Admin again – she’s pretty amazing and I’ve leveraged her knowledge for years.
Do you show a sincere interest in employees and the solutions to their problems?
- Do you encourage your admin team to attend trainings and conferences? APC is coming up in September, for more information about the Administrative Professional’s Conference head over to www.apcevent.com – there are other conferences and trainings as well. For a downloadable list of administrative resources including trainings & conferences, head over to www.thesavvyassistant.blog [insert link for trainings].
- Do you offer advice and suggest solutions to everyday issues that may come up? It’s important to help coach through new to role new to company employees.
- So you know we are therapists right? I personally listen to problems, issues and concerns all day long, and I think I give pretty good advice, BUT BE MINDFUL OF WHAT YOU MIGHT BE TALKING ABOUT If they are talking about personal things – YOU DON’T WANT TO BE LIABLE SO ENSURE YOU REFER YOUR PEOPLE TO HR AS NEEDED or your companies employee assistance program if available.
- You’re a sound board, you pick up anything crucial that your exec should know about, like:
- Someone complaining about a manager?
- Thinking about leaving the team or company
- Having an ear to the ground for YOUR EXECUTIVE, will go far and will be appreciated.
- You are highly respected by employees for sharing concerns, problems, and opportunities
- This is very important, you are representing your exec and you’re an extension of them. Be approachable, inclusive and open-minded. And Remember customer service with a smile.
- You Effectively communicate expectations
- You Excel in facilitating group discussions
- You Keep meeting actions oriented by:
- Requiring an agenda and desired outcomes and other necessary details beforehand
- Timing each speaker for efficiency
- If they are having a constructive conversation, don’t interrupt, let them continue, this can be a key solution.
- You’re Effectively communicate upward, downward, and laterally
- Are you networking with admins across your org?
- I ensure I have 1:1’s with admins up and across the org, they are most likely supporting exec’s that your exec can eventually network, mentor or partner with, if they haven’t already.
- Are you networking with admins across your org?
- I found this to be very useful when I had to onboard an externally hired executive to the company.
- You Enforce and communicate company policies and values to your team.
A great tool for simple team communication is Microsoft Teams, you can create channels and notify folks in the tool rather than sending a kajillion emails that may or may not be read. These messages stay in teams and can be searched, so you’re actually building a resource for folks to refer back to. For more information about Microsoft Teams, visit www.microsoft.com
Cooperation can include:
- Encouraging collaboration with your team
- Sharing ideas and techniques
- Don’t hoard knowledge, this does nothing for anyone. Sharing your knowledge shows teamwork and a growth mindset.
- You build strong relationships with others
- You display a harmonious and cooperative spirit
- Do you jump in on projects as you are able to? Do you offer help and or resources to your team?
- Gladly shares expertise
- Mentoring and Teaching – again knowledge sharing
- You collaborate with individual team members to establish a development path
- You Provide support during periods of organizational changes
- Support during organizational changes is super important, this can be a very sensitive time. What can you do to make this time easy? Be there for your team, as I said before, we are also therapists. Also maybe plan something fun, it can be as simple as bringing in donuts for the team, my team really LOVES donuts. Being thoughtful goes a long way and is a huge part of our job.