Administrative assistants have very busy days but they can make their work load a little lighter by developing routines. Routines can help the busy administrative assistant be more efficient and help them get word done more quickly. When work is completed on time, the administrative assistant will find that their job is less stressful and that managers are happier with their work performance. Routines can be the admin assistant’s greatest tool for doing their job well.
When administrative assistants use routines to get jobs done you will find:
- That it is easier to set timelines. Project managers and others in the office often want to know how long it will take before their job is done, whether it is a printing job or filing or typing up notes from the latest meeting. It is hard to give them an accurate timeline if you do not know yourself how long it will take. If you have routines set up though, from the beginning of your day to the end, you will know how much time you have to dedicate to the task you have been assigned and you will be able to give them a better time estimate.
- That you are able to schedule your day better. If you have a routine, it is easier to set out a schedule for your day and it is easier to stick to. A routine will tell you what you do first thing in the day and when you need to do certain tasks. A schedule will help you get work done faster and your routine will help you plan your daily schedule with less time and effort.
- That you have everything ready when you need it. If you know that every day after lunch you d the filing, you can get all of your filing tools – folders, labels, etc. – ready before you go for lunch. That way, when you come back from lunch you are ready to get to work right away. If you have a routine you can plan ahead to make sure that the tools you need to do a certain task are ready for you.
- That you need to multi-task less often. Your time is more efficient and productive if you have a routine set out. Tasks get done a lot quicker and that means that there is usually less of a need for multi-tasking. The jobs that are important get the attention that you need to give them because you’ve assigned less detailed work to routines so that they require less of your time.
- That your co-workers and managers will learn your routines. If you co-workers know that you put in an order for office supplies every Thursday afternoon because they always see you doing inventory in the stock room, they will make sure to put their orders in by Thursday morning. If you attend meetings every morning with managers, co-workers will not stand at your desk expecting to get your attention. Routines help you give others the attention they need without taking your attention away from your work.