Being an executive assistant means your day is packed with different problems that need solving, tasks and meetings, so at the end of the day you won’t have time to reschedule a double-booked afternoon or find lost documents. So you can see why being organized while on the job so important.
By using these tips below, you will be staying on top of your daily assigned tasks and your boss will be pleased to see your level of organization at the office reaching its’ full potential.
WRITE EVERYTHING DOWN
The first step in staying organized is writing things down, no matter if you takes notes or use a planner. The Small Business Chronicle reported that, when organizing meetings, it is crucial to write down everything from the location, time and date of the appointment to the person who requested the meeting, the person who confirmed the appointment, any necessary documents and the topics that will be discussed. The same amount of detail will also be required when it comes task requests from your boss, meeting notes and other daily assignments. You will have nothing to lose but everything to gain by writing down as much information as you can.
Of course, when talking about writing things down, we don’t mean using only pen and paper. In this day and age, it is a shame not to take advantage of online databases and other computer-based strategies and have all your information organized and located in an easily accessible place. If you are always on the go, you should try a mobile app, like Things. This application has been reported by Forbes magazine to help users manage tasks by breaking them down into easily achievable chunks. Unfortunately, the application can only be used on a Mac computer, iPhone or iPad.
If or when you choose to use cloud-based software or a mobile app for staying organized, make sure to follow your company’s policies for the use of those technologies. Most businesses take security very seriously and address the issue by having the IT department encrypt any devices that contain company information, including your boss’s schedule or meeting notes.
When you do not have any space, staying organized can be a problem. A solution to your struggle for storing everything you need is investing in space management tools, like wire trays for your desktop or filing cabinets. Once your desk is organized, try to keep it that way by spending no more than a couple of minutes each day making sure that everything is where it should be and tidying up. Having the day start with an organized and clean space will help you stay organized and focused on your daily goals.
Space management is not only about staying organized but also about processing your emotions. Too much stress leads to disorganization and that is why you should use breaks during the day to help reduce daily stress. Stress will make you prone to make mistakes or forget things and that is why it is important to have your peace of mind. Just by taking a 10-minute walk around the block, your stress will be reduced, allowing you to return to your desk feeling refreshed and in a better mood. Scheduling these breaks at the same time each day as part of your routine comes as a recommendation from Entrepreneur magazine. By doing this, you will be keeping your week organized as your predictability increases.
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Also published on Medium.Tags: business tips