I am fairly new to the Exec. Assistant position, though I've worked as an office manager in the past. I have certainly gained confidence in asserting myself when I need something from my executive. He has told me in the past that I must manage him. Yet, as hard as I try, he frequently gets off track (it appears to me anyway) e-mailing people about relatively trivial matters, even when I have put important document review time on his calendar and reminded him of the importance of him completing this in order for me to meet the deadline he imposed on me to get the materials out. I still feel timid about repeatedly asking him for something, and I feel frustrated when he shuts himself behind closed doors because he is so busy, then doesn't do what he is scheduled to be working on.
Another piece that I find difficult is getting him to make time to sign paperwork. That's gotten somewhat better, but I find myself holding onto documents longer than I should while I wait for just the right moment to catch him in an open frame of mind to ask him to do signing. I've also tried putting it on his calendar, which sometimes worked, but my "appointments" with him tended to get bumped more often than any others.
Any advice?
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I use a system of vinyl file folders for the mail and signatures. The signature folder is bright red and labeled "signatures". Each day I put this in my executive's office and he can address those signatures intermittently during the day, placing the folder and its contents in his out box when compete. It actually gets done much faster that way because he usually grabs the folder and signs all in one sitting. He will call me if he has questions. His mail folder is "green". As I open the mail I place it in this green folder and then in his in box. I stack the mail by order of importance with the mail he needs to see first on the top and periodicals on the bottom. As time permits, I scan his periodicals and mark any articles that relate to any of our current topics. That can be a real time saver for him. It takes a small amount of training/orientation for the executive, but works really well. The documents for signatures also do not get lost as the red folder is easily visible.
Now, to help keep up with documents needed for each day I use numbered folders. I have a dedicated file drawer in my desk for daily information. In that drawer I have file folders numbered 1-31. You can purchase these at most any office supply store. I also have vinyl file folders labeled, Monday, Tuesday, Wednesday, Thursday, and Friday. (Pick your own color as it matters not.) Each evening I "load" the folder for the following day and put it on my executive's desk. The folders numbered 1-31 act as holding areas for documents needed for those particular days of any given month. If my executive says I need this on the 25th or the 7th of next month for that particular meeting, I simply put a post-it note on the document with the month and day written on it. I then drop it in the file folder with the corresponding day (25th for example). On the 24th I will check that folder for documents needed for that date during the current month. Any other documents for upcoming months with that date can remain in the folder until that month rolls along. It is also good for putting "tickle" notes to myself for tasks to follow up on in the future.
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Anonymous on
11/12/2008 11:21:17 AM
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Thanks everyone for your helpful replies. I hadn't checked back here recently, and was overwhelmed by your kindness. I don't know if he'll go for it, but I'm going to present him with the red folder system for paperwork to be signed first. If he buys into it, and follows through, with my reminders, I'll tackle other habits. Thanks again.
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Anonymous on
11/12/2008 9:58:26 AM
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I use a 3 color folder system. Red is labeled "Needs Your Signature", Green is labeled "Read and Take Action", Blue is labeled Read Only-FYI. This system has worked great! All things for signature goes in the red, when he is doing something else or has a brief moment, he can pick up that folder and sign everything in it and move it to his out box. This speeds things up because he doesn't have to go through his in box to find the "easy" stuff. This folder gets turned around 2 times a day, I put on desk in morning and retrieve just before he leaves for lunch, when he returns, the folder is on his desk again and retrieved just before he leaves for the day. This way, things keep moving, and you get to see him for those improptu discussions of work items. If you keep the red folder moving you will be able to discuss at those times, the green (action needed) folder. The blue one, it is strictly at his leisure even put magazines and articles, etc. in there. This way he gets used to the folder system, and you get your paperwork back in a timely fashion.
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Claire-Marie Warner on
11/10/2008 9:09:46 AM
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I have had some very difficult bosses in the past that I also had to manage. If I were in your situation, I'd post the various tasks to your boss's calendar. Plan document signing sessions according to your mail pick-up schedule. For example, if your mail goes out mid-morning, have your boss sign paperwork on the previous afternoon, say 1:00 or 2:00 pm. This gives you enough time to make copies, prepare the envelopes, etc. If your mail goes out in the afternoon, schedule the signing for mid-morning, say 10:00 or 11:00 am. In order to get your boss used to the routine, I would schedule the signing sessions at the same time every day. Schedule yourself on his calendar every day, perhaps around 8:30 am. Have the his daily schedule ready and be prepared to briefly go over it with him. Stress the importance of briefing him on the individual tasks and set priorities. This may be a bit bumpy at the beginning, but eventually he'll get used to it. This should demonstrate to him that you are trying to manage him and the office as efficiently as possible. Make it clear that you are partners rowing in the same boat trying to achieve the same goals. Hope this helps!
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Jutta Kayser on
11/7/2008 1:24:30 PM
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Welcome to the Club!
I feel your pain, my boss is one of those bosses who wait until the last minute for everything, over the years he has improved but I believe that is because his position has changed since the sale of the company. I have tried the To Do List and email to him, especially coming back from vacations, I try to get my important things done first. Paperwork that needs a signature, maybe, just maybe he will let you sign and put your initials behind the signature or get a stamp with his signature, and sign your initials behind the stamped signature, sometimes just suggesting that is a wake up call. Meetings and getting him out the door, I start 30 minutes before he is due out the door, packing his materials, and asking is there anything I can do to help him out the door. The best source for me was at annual review time and I add my review for him, and what I need him to do in the future.
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Anonymous on
11/7/2008 12:46:36 PM
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I am the assistant to three physician's. I have an "inbox" and an "outbox" that I have placed on each of their desks. (I ordered through staples - sharp/classy look. Used my labelmaker for the "inbox/outbox.") Any documents that require signature, I place a bright yellow "sign here" sticker with red lettering on the signature line (also purchased through staples) and place in the inbin. Kill them with kindness, keep a smile on your face but also maintain your assertiveness. They will either love you for it or get it done so you will stop bothering them. Eitherway, you have achieved your goal. I constantly have to reminder my physician's to get things done. I tend to lie about deadlines. Example, if something is due by Friday, I tell them it is due by Tuesday. Send constant emails. Place a post-it note reminder on their computer screen. Play the game. You will find your routine. Good luck. Hang in there. If there is a will, there is a way.
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Lisa Costello on
11/7/2008 12:42:31 PM
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I work for the President of our company also. What I do, is get to the office and prepare before he gets in (works for us since he gets into his office at 9:15 or so). The minute he walks in, I follow him into his office talking about his day ahead, reminding him of appointments, bringing in any questions that I need answered, etc. This is the most "face time" that I get, so I am prepared. I keep a notepad on my desk that I use to just write down things that I want to mention to him or questions to ask him, so I am ready when he has a free moment.
He signs all the company checks, so I keep an inbox for him at my desk for checks and paperwork he has to sign and I walk it into his office for his "desk in-box" during the day. (He has an in box and an out box on his desk and I am the only person that touches those. I sort it by putting important items on top to catch his eye.
I would schedule a meeting with him to discuss this issue and bring different ideas to find one that is going to work for him. But the best advice that I can give you is to be assertive. When you work for a leader, you have to be a strong individual, your boss will respect you for it. Good Luck.
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LMR on
11/7/2008 12:00:36 PM
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It takes a long time before an Executive and assistant are able to achieve the kind of relationship where you know when to hold back and when to approach them, when you are able to find a method that works best for both of you in getting things done in time to meet deadlines, and just getting in sync with each other--so be patient with yourself and him--it will get better!
I do think you should approach your boss with your concerns. He obviously wants your help with time management, so you should bring up your ideas as to how it could be improved. Let him know that you respect his need for uninterrupted desk time so you will save your questions and only interrupt him once or twice a day, unless it is an urgent issue. Let him know that for awhile your 1:1's with him are very important so you can work out ways to improve your support of him, and you hope he also sees them as a priority.
However, having your 1:1 with your Executive moved or canceled is pretty common for all of us. When it gets canceled, be sure to reschedule it right away even if it's only for 1/2 hour. Have all calendar questions ready, have him sign all documents right then and be totally organized with everything you need from him, so that the time is well-used. That way, it won't be as necessary to interrupt him in the interrum with questions.
Regarding documents that need signing, what I do is put things that urgently need my Executive's signature in a red folder and place it on her chair. She knows that that is my way of telling her "Please sign this ASAP."
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Laura Steinbaugh on
11/7/2008 11:59:36 AM
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I, personally, find that humor works really well with getting my executive to do what I need done. As far as things that need signature, I use a "signature" folder and set it on his desk. Once he signs everything, he returns the folder to me. I really have no problem with getting that folder back in a very timely manner.
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Phyl Brown on
11/7/2008 11:55:59 AM
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I too have a folder for signatures. Have you tried to schedule a quick meeting first thing every morning. That way you could remind hime of his calender and get signatures at the same time.
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Mary Ferguson on
11/7/2008 11:50:17 AM
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I had a boss just like this. It took me several months to build up the confidence to knock on a closed door. I explained to him that I was there to help him and keep him on track and that my time was also valuable (I screened all his calls, answered emails and scheduled all his meetings). He liked my initiative. Sometimes I would schedule lunch together in a closed conference room or I would stay 15 minutes late to catch up with him. He learned that I only interrupted him when it was important and he always made time for me. There were times when I just knew to come back later. Hang in there. Once the relationship is completely forged he'll realize what an asset you are and he will make time for you. The weekly appointments on his calendar are a good idea but pick a time of day that you know he is less busy, even if it means staying a little late.
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Anonymous on
11/7/2008 11:45:51 AM
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1. Signatures - Put in red folder. Catches his eye. Ask all secretaries to have a red folder for signatures. This alerts him to signatures needed. He signs and puts it in designated pick up spot.
2. Calendars - Remind him that two people writing in the same checkbook results in over drafts. Anything that needs to go on his calendar needs to come through you.
3. Spending time emailing trivial stuff. May seem trivial to you but networking and relating to staff on a personal level is critical.
4. Setting aside time to read - shutting the door and scheduling time is a good strategy.
5. Deadlines - you can only do what you can do. As trust is built and deadlines are missed the habit of following recommendations will be established. Takes time. A sticky note with the word DEADLINE (date/time) in caps usually works.
Finally, you will need to train him to use a secretary properly and you do that by being consistent, anticipating his needs, and setting up structure and routine. It'll come. Keep working at it, keep trying.
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Linda Palmer on
11/7/2008 11:43:08 AM
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We have all been there! I have been an EA for over 15 years and can relate. I have a "signature" file in bright blue that I put all of the documents that require his signature and it is in his in-box every morning. If he does not sign and return it to be before the end of the business day I go in and just ask him about it. He is so busy that it is usually something that slips his mind. So he signs the docs and that is that. He, too is involved on the internet and e-mail most of the day. Our relationship is that I can just walk into his office and ask him for what I need so that makes it easier. The best way to handle this situation is to really set aside a specific time go review the day or week with you boss as well as get any signatures.
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Patricia Donnellan on
11/7/2008 11:40:47 AM
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I have been an Executive Assistant for 24+ years now, working for 3 different presidents. Early on, we didn't have so much electronic communication so time was not as much a problem as it is now. Anyway, what worked well for me and my last 2 presidents, was setting aside 1 hour a day (for them it was from 1-2 pm each ) for "desk time" and this was their time to get caught up (and for me to get things from them I needed.) This time was rarely bumped and everyone knew that the time was not to be interrupted unless something very serious occurred. If you can get him to agree to this, you might try it. He will probably find he likes it and it will help you to keep on track without always feeling you have to wait for the "right" time to approach him.
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Indy Gal on
11/7/2008 11:34:07 AM
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Hang in there - I have been in that exact place. You need to understand that you are not doing anything wrong. I worked with a man who gave me normally about 15 minutes a month to go thru the paperwork, documents, items needing his signature; so I know just how you feel. I learned that I had to be more assertive in letting him know that HE was holding some things up. Try scheduling coffee every Monday or Friday morning - in a conference room (away from the phones and computer e-mails) with the door closed until your folder is emptied.
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Pamela Baine on
11/7/2008 11:33:59 AM
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