At Pitman Training in London (Notting Hill and Holborn) and Manchester, we’re lucky to have a constant influx of current and aspiring PA’s coming in to train with us.
Ensuring that you are maximising your efficiency is vital for a PA and through working with and talking to our students, we’ve come up with some key things PA’s should take on board to become invaluable to their boss.
Managing your To Do list
Try to be specific about the task or event. Instead of writing ‘Investigate conference venues’, write ‘Select 2 conference venues to view.’
Separate your To Do list into A, B and C priorities in order of importance and urgency. Start with the ‘A’ items, don’t work on C just because it’s easy to do!
Don’t jam your day full of activities – leave time for emergencies.
Dealing with paperwork
Block out time in your diary to handle paperwork. Do something with every piece of paper that reaches you and put it in its proper place, not just back in the pile.
Don’t keep business cards hidden away in a drawer – enter them into a contact manager database, such as Outlook, and then throw away the card.
If you need some extra tips on how to get the best out of Outlook, get studying at one of our Pitman Training Centres in Manchester, Notting Hill and Holborn.
Meet with your boss twice a day
Often executives get caught up in their day and forget about the PA who’s holding it together back at the fort.
Schedule two meetings in a day with your boss – one in the morning and one at the end of the day.
To start the day in the best possible way, make sure you ask if they’re prepared for each meeting, and what other tasks need to be included on your list.
Your afternoon meeting should then cover how their schedule went that day, and what actions should be taken as a result. Fill them in on the outcomes of your tasks that day, and you should also see if there is anything you need to be aware of first thing in the morning before your a.m. meeting.
Stay in school
Stay ahead of the game by updating your IT skills. It’ll make your life and your boss’s life easier by training yourself to the highest level – having great skills is what will make you an invaluable PA.
A company we worked with recently carried out an audit on the use of Microsoft Office by their legal secretarial team and found that a staggering 80% of those interviewed used less than 5% of the functionality that Microsoft Office offered.
Even in the case of MS Word, the team was using less than 10% of its functionality!
If you are not using Microsoft Office to its full potential then book yourself on a course in Holborn, Notting Hill or Manchester.
Planes, trains and automobiles (and hotels)
Make yourself familiar with all the websites that will help you make easy travel arrangements. Add these to your browser favourites so they’re easy to find.
Don’t forget to keep a note of your boss’s preferences, such as type of hotels, rooms, window or aisle seat etc.
For a full list of courses in Manchester and London, please click here.
Published by Holborn Training.