Expanding Your Skills: Time, Projects & Decisions

The Administrative Professional’s Unique Value

  • You juggle multiple diverse tasks simultaneously, unlike single-task occupations that risk being phased out.

  • Core responsibilities:

    • Establish priorities

    • Coordinate projects

    • Organize resources

  • Your professional attitude & behaviour sets the office climate and directly influences daily accomplishments.

Skill 1 – Time Management

1.1 Meeting With Your Manager

  • Schedule regular, not ad-hoc, 30-minute weekly meetings.

  • Treat it as your meeting:

    • Bring a written, prioritized agenda you lead through.

    • Present challenges with suggested solutions & questions.

    • Speak concisely—only essential details.

    • Listen to managerial feedback; summarize agreements & next steps before leaving.

1.2 Handling Work Overload

  • Re-frame overload as a “challenge,” not a “problem.”

  • Prior to discussing with your manager:

    • Log every request: description, deadline, and time spent.

    • When interrupted with new tasks, negotiate deadlines based on existing priorities.

    • Ask for outside help when needed.

    • Never hesitate to clarify deadlines or priorities.

  • Use visual mapping (charts, timelines) to display tasks, impacts, and dependencies during discussions.

1.3 Tactical Time-Management Tips

  • Tackle top-priority tasks during peak-energy periods; save routine work for low-energy times.

  • Break large jobs into manageable “chunks.”

  • Employ a timetable (daily/weekly/monthly calendar or to-do list) that embeds priorities.

  • Aim for “once-and-done” completion; if interrupted, leave precise notes.

  • Turn phone time efficient:

    • Keep note pad handy.

    • Prepare to end calls tactfully or schedule call-backs.

1.4 Setting Priorities Quantitatively

  1. Rate impact of each activity on a 1\text{ (none)}\;–\;10\text{ (great)} scale.

  2. Translate impact to priority codes:

    • A > 7 (critical)

    • B = 4–6 (moderate)

    • C < 3 (low)

  3. Schedule day around A-tasks first (ideally during highest-energy slots); delegate or defer C-tasks.

1.5 Grouping Tasks for Efficiency

  • Batch outgoing messages (phone, fax, email) and draft replies immediately while info is fresh.

  • Sort correspondence: immediate-boss action / self-action / delegate / info-only / junk.

  • Stock supplies once a week.

  • Give assistants all instructions in one sitting; hold regular, pre-scheduled check-ins.

  • Prepare mail throughout the day to avoid missed pickups.

  • Maintain a daily end-of-day checklist for tomorrow (mail, reports, calls, appointments, follow-ups).

1.6 Identifying & Eliminating Stressors

Potential stress sources:

  • Constant interruptions

  • Early/late/weekend work

  • Last-minute requests

  • No predictable uninterrupted blocks

  • Redundant questions / unreturned calls or emails

  • Lack of manager meeting time

  • Irrelevant messages

  • Messy workspace

1.7 Converting the Telephone into a Time Tool

  • Assertively end calls with pre-planned closing phrases.

  • When transferring, provide the new number first to avoid callbacks.

  • Write a call outline before dialing; make follow-up notes during the call.

  • Control small talk; re-direct wandering callers with a keyword from their own remarks.

1.8 Long-Range (Year-at-a-Glance) Planning

  1. List recurring reports/projects (annual, semi-annual, quarterly, monthly, weekly).

  2. Plot hectic periods; plan extra help & limit interruptions.

  3. Mark vacations, trips, holidays, standing meetings.

  4. Share the master calendar with team & manager.

  5. Hold periodic planning sessions to align priorities and deadlines.

  6. Use monthly & weekly reviews to curb last-minute crises.

Skill 2 – Project Management Techniques

2.1 Self-Assessment – Six Core PM Skills

  1. Organizing projects end-to-end

  2. Enrolling & motivating others

  3. Setting measurable objectives/goals

  4. Problem-solving

  5. Maximizing resources & minimizing waste

  6. Measuring performance & benchmarking

  • Possess \ge 5 of 6? Volunteer for more projects; otherwise consider a PM workshop.

2.2 Eight Planning Steps for Any Project

  1. Establish the objective – what outcome is required?

  2. Choose a basic strategy – overall approach/alignment.

  3. Break into steps & timelines – manageable chunks.

  4. Outline performance standards – metrics & expectations.

  5. Sequence correctly – prerequisite vs. parallel tasks.

  6. Estimate cost – total and per phase.

  7. Determine staffing & resources – people, tools, budget.

  8. Identify training; craft policies & procedures for the team.

2.3 Staying Organized – Project Checklist

  • Define project scope & key strategies.

  • Develop detailed schedule & budget.

  • Assign decision authority & roles.

  • Provide requisite training.

  • Monitor progress; apply corrections.

  • Conduct periodic team reviews.

  • Draft interim reports; finalize comprehensive report at close.

Skill 3 – Decision Making

3.1 Six Easy Steps

  1. Gather information – talk to stakeholders, collect facts.

  2. Identify options – generate multiple, value-aligned choices.

  3. Test each option against reality – “what-if” scenarios, constraints.

  4. Make decision, inform others, assign responsibility.

  5. Take action – implement with responsible parties.

  6. Build feedback loops – measure effectiveness; adjust if needed.

Example: Jenny choosing travel-record software

  • Gathered peer reviews & notes → became well-informed.

  • Tested two programs; both lacked full coverage → sought alternative.

  • Selected program covering all categories, planned staff training.

  • Could survey users post-implementation for feedback.

3.2 Self-Rating Your Decision Making

For a recent decision ask:

  • Did I gather & evaluate information or decide hastily?

  • What options did I create and how many consequences did I weigh?

  • How thoroughly did I inform stakeholders?

  • What will I do differently next time?

  • Am I making more significant decisions now than last year? Why, and how will I upskill further?

Integrated Review & Key Takeaways

  • Time management hinges on proactive meetings, quantified priority ratings, batching similar tasks, eliminating stressors, and long-range calendars.

  • Project management requires clear objectives, structured planning, resource alignment, and ongoing monitoring—skills worth sharpening through practice or formal training.

  • Decision making benefits from a disciplined 6-step framework, feedback mechanisms, and regular self-assessment.

  • Mastery of these three intertwined skill sets enhances personal efficiency, elevates team performance, and solidifies the administrative professional’s indispensable role in any organization.