Читать книгу Coffee Break Confidential. Real-Life Tales from Assistants - Christina Maslova - Страница 8

Probably, I will upset somebody, but no. Not everything, not always, could be done in 24 hours. That is life. And here I would like to share few tips, which I use to organize myself.

First of all, our job is very multifunctional and requires high speed. But, even if you have all qualities of a perfect assistant, you will not be able to fulfil everything in 24 hours, just because we’re all human being. But, you can try and organize yourself to make maximum out of possible, pay attention to everything and everybody and remember about yourself.

1. And the first from the list is… ta-dam! Rest! Find the time for rest. In terms of stress your body presses button for energy saving, which as you remember you don’t have enough, and your ability to work efficiently reduces. So, the main thing is – to have lunch. And 15—20 minutes per day to have small break. One of my colleagues shared her experience, during the day – she goes out of office to breathe – 5—7 minutes. Even your Apple Watch pushes you to stand up, to breathe! So, please, start doing this. Keeping phone silent (nobody will die if you not answer the call immediately). Your ability to organize your own rest will have the direct impact on how you feel and how you work. And, of course, sleep is also important.

2. Split the tasks according to importance. Make the list, keep the reminders on iPhone or mail, no difference. I know that we all love to do things now, straight away. But, no. You should know the limit and keep balance. Split the tasks by people or timelines.

3. You can join 2 or 3 tasks in one. There are personal and business tasks, which can done in one time. Sometimes, it helps a lot. For example. If I order corporate gifts and I know that I will need something personally, I make 1 order, splitting the invoice into two parts. I don’t spend additional time for gifts, shops, etc. Think few minutes – if I need something – and then go and order.

4. Learn how to work with colleagues and partners. You do not do everything by yourself and, what is more important, you should not. Learn how to delegate. Yes, most of us have problems. Because we know better, we can do faster, and easier. Stop. The number of tasks has the rule – they increase. And you need to think ahead and learn how to make your life easier. Especially it’s related to travel agencies, to different services. They get money. So, use the resource. Most of assistants are “red”. Recently I’ve read the book by Thomas Erikson “Surrounded by idiots”. And this definition “red” is taken from this book. Read it, it’s interesting approach. Then I spoke with few of my colleagues, and we must admit, that does not matter which “color” you are. Most of assistants are “red” at work. And this is also influence on our communication with colleagues. Learn how to be more flexible. Not all are so speedy as we are.

5. Make simple tasks straight away. Don’t store them. If it is one call which is needed or letter – do it. You even do not have to add this to your list. Just done and that’s it. Small and not urgent tasks make the garbage in your head. For example, if you should remind your colleague about something – write letter and close the deal. It is 1 minute. If not – you will always feel like you have a lot of and nothing at the same time. And despite that it’s very little things, it will influence on your work load.

6. Come to office earlier. I know, I know… we all want sleep. But morning without boss and colleagues makes you calm and gives you opportunity to work with documents, drink coffee in a relax mode, remember all small things to be finished. Calm morning – it’s a great tool. And an excellent start of a new working day.

7. Your working place should be ideal. No old papers, no invoices, which should be in accounting, no bills and etc. When you go home your table should be almost empty. The same with Outlook. Make folders, split mails. Organize everything with maximum efficiency to use it, with minimum time to find. Your time is precious. Learn how to use it properly.

And finally, small advice. Say thank to yourself. And make sure that in order to keep up, you get high on what you are doing. Our bosses not always have time to say thank you. It doesn’t mean they do not want. No. But, their time is running faster than ours. So, sometimes, remind yourself that you’re well done! Because without us – their working day would be much more complicated ☺