Sticky Situation – Transition from working for multiple managers to one executive
Again, let’s acknowledge that there is a significant amount of judgment involved in prioritizing and scheduling meetings. It requires an open dialog and communication between executive and assistants to ensure you have the appropriate knowledge of current priorities and initiatives.
As you make the transition you will find the rules engagement for scheduling meetings to be slightly different. When you support multiple managers you become a multitasking guru in the sense that you are reactive to the requests from more senior managers. Now the focus will shift to the priorities of one person with multiple responsibilities in an organization.
The executive will have priorities “upstream”, such as board meetings; as well as “downstream” with his direct reports and business partners. He will have two very important focuses and you will need to understand how to respond and react to requests which arise.
You will also find that your margin for error has vastly decreased. When there is a mistake – even something as small as a typo in a corporate email that have been sent out – it reflects on the office – both you and the executive.
Another transition growing pain you will face will be your availability with other associates. By this we mean how you respond when people want to interrupt you and ask for your time. Your attention is no longer divided among a group of people, rather focused on one person.
Use techniques such as these:
“Susan, when I have completed the agenda and presentation materials for tomorrows budget meeting I will review your newsletter.”
“Mike, I am on a deadline, can you check in with Amy? She is responsible for Frank’s calendar now.”
“Hello Sarah, what can I help do for you?” Open with this type of greeting rather that “Hi Sarah how are you?” This will be more efficient in getting to the point of the call.
“I would love to help you plan the holiday luncheon. Can we schedule time on Friday to discuss this?”
To recap:
Scheduling will have a top down approach.
Margin for error is much less.
Learn how to redirect others who need your time.
