When you feel like your case of the Mondays happens every day of the week, you may be suffering from overwhelm. Whether you are just starting a business, running a large corporation, or somewhere in between, the key to minimizing overwhelm is in your office. Not sure what it is? The answer is simple, your assistant.
According to a Gallup study, 39% of business owners work over 60 hours a week. That’s 20 more hours a week than a normal employee. But how do you cut back on the number of hours you work each week? You delegate to your rockstar assistant.
What a rockstar assistant can do for you
A rockstar assistant can do more than just answer the phone; instead they are an extension of the executive. They often handle all of the day-to-day work and problems in the office, but they can also manage how your work and personal life intermingle. Their goal is to make your life easier, but you will never feel the benefits if you don’t let them in and hand over control. Here are a few things your assistant should be doing for you:
Whether you're leading or attending a meeting, you need support. Your assistant can help support you by preparing any paperwork and materials you need before your meeting. You can also have your assistant attend meetings and take notes for a debriefing when needed.
How many hours a day do you spend reading, writing, and deleting email? Instead of ignoring your inbox when you’re busy, hand it over to your assistant. Create a system for your assistant to place emails that need your attention, but also empower them to respond to lesser important messages on your behalf.
Manage your schedule
From planning your meetings to your lunch, your assistant should manage your calendar. Always communicate any important dates or messages to your assistant and have them pencil you in. Giving up control of your calendar is stressful, but when managed successfully, it is a huge weight off of your shoulders.
Never miss buying a gift or being at a family function when your assistant manages important dates. Hand over your personal calendar and have your assistant keep you informed when a special day is near. You can even send your assistant out to shop for gifts as needed.
When your email isn’t working, or you need an important fix, your assistant should be there. When it comes to working with vendors and coordinating service, have your assistant schedule and meet with all service providers.
Office equipment aficionado
Instead of worrying about learning how to use all of the technology in the office, stick to the basics. Have your assistant learn how to use the equipment and even create easy-to-use training manuals. When you need to fax an important document, or have something scanned, delegate it to your assistant.
Organize your travel
When your meetings require travel, delegate the travel planning to your assistant. Have your assistant handle all of your flight and hotel booking and transportation needs. Before you leave, have your assistant program your transportation details into your favorite app. If there is a chance your flight may be delayed, have your assistant monitor your travel so that they can make changes and reschedule as needed.
When you’re building a company, time is precious. Sometimes you may need to ask your assistant to handle personal errands or schedule household repairs. Don’t be afraid to ask your assistant to take care of these tasks while you focus on work.
Some projects don’t require you to complete them. Since your assistant is an extension of you, don’t be afraid to delegate some of the projects to them. When you hand over projects, make sure you communicate clearly what is needed and when it is due. Regularly follow-up on the progress of the projects so that you will know the status and can answer any questions that may arise.
Legal documents always require a notary. Having your assistant become a Notary Public in your state will save you a lot of time and added expenses.
Your assistant is extremely important to your well-being and success, but training them isn’t always easy. That is where we come in. LifeSquire has created a professional assistant training program called LifeSquire Academy. When you send your assistant through this program, they not only learn the basics of how to be an assistant, but they will also learn how to meet and anticipate your needs, how to manage their time, how to create professional boundaries, and more. We feel these classes can take your assistant to rockstar level. For more information, click here.
Need an assistant?
Did you know that it takes approximately 33 or more hours to find and place one employee? It could take even longer when you are looking for a certain set of skills. The time really adds up when you don’t find the perfect fit or the turnover gets high.
LifeSquire Connect goes beyond the typical cookie-cutter staffing agency and finds the perfect assistant (or any other support staff role) for you or your company. We find out what you need from the person in that role and customize our recruiting process to find you the perfect match. You’re already busy without an assistant; you don’t need to add ‘hire an assistant’ to your to-do list. We can handle that for you. For more information, click here.
Post written by Deaven Cavnar, Content Marketing Manager
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