Do you ever hear excuse, after excuse, after excuse, coming out of the mouths of other assistants? Are you an EA like me, that no matter what is asked of you, you will provide some sought of solution for the person asking, even if what they're asking is just physically impossible? Perhaps this is an 'old school' mentality, but when I first started as an EA, I was coached with the idea that we were here to help out with whatever it was that your boss, or fellow team member's needed. And if you couldn't help them you would always offer some sought of solution, at the very least. And aside from the fact that it's our job to help others, I always found pride in being helpful and doing what I could. So when I hear phrases like, "I can't do that", or "I don't think that's possible", or "there's no way that can happen" coming from the mouths of other assistant's, it takes me by surprise and makes me wonder what it is exactly that they think they're there for? As I've said before, in a job that is undefinable, its often our job to make the impossible possible. So how do we do that and satisfy others when you really cannot do what they're asking? Well there are a few simple steps you can follow when you find yourself 'blown away' by certain requests that are asked of you:
Listen...
First things first, you must listen fully to what is being asked of you. Even if you can tell within the first few words that what they're asking is not going to happen, just hear them out. If the shoe was on the other foot, you would expect the same respect.
Ask Questions...
Ask detailed questions to define the specific details around the request. Is there a deadline or a set date that this needs to happen by? Do they have their own ideas around how they see this challenge playing out? Is there anyone else that could help you with this? And what's the expectation around how you are to complete this, on top of your regular duties? Get all the info and facts before you even think about relaying your point of view on the viability of it being achievable.
Review the other options...
So on review of the request you feel there is no way you can do what is being asked - perhaps you can't deliver it within the timeframe they're asking, or it maybe its just something that physically isn't possible. But before you break them the bad news, there must always first be an attempt to 'try' and deliver what's being asked, and if you cannot even do that then the next best thing will be to come up some alternative solutions for them. A simple response of, "I'll see what I can do" should be ample and should buy you some time whilst you explore your options.
You can't help everyone...
On a side note, have a think about what it is that you are being asked to do, and by whom. Do you think this is actually something that sits naturally with you? Or is this a case of someone trying to palm something off to the team EA because they don't want to do it themselves? Never let yourself be taken advantage of, and I don't mean by your boss. I'm talking about those fellow colleagues that frequently forget they do still have the use of their arms and legs (or brain!) and seem to ask you repeatedly to do things that are well within their own capabilities. In these situations it is completely acceptable to push back, as at the end of the day although we are there to help, we are not there to help everyone. If the request still comes around your way again after you've said no, its time to talk to your boss and gain their support. Your colleagues really should not be asking such impossible requests of you without gaining the support of your Executive anyway, especially if its a task that will take away from the quality of your support to them.
Sell your solutions....
So you can't do what they've asked, and it's not a great feeling - that is unless what they've asked of you is actually so outrageous that its hilarious! So now is the time to present your solutions. We are smart cookies, and generally whatever it is that we come up with is nothing less than good ideas, if not better than the original. But unfortunately for us, our point of view isn't always considered (for various reasons that I've detailed in other blogs about how valued we are), so it will come down to the way you sell it. If you don't have a proper solution however, at least offer up some options, whether it be pushing out the time frame, involving others for more man power, or tweaking the concept so it does work. Either way offer up something, don't just say you can't.
So next time you're asked the impossible just listen; ask all the right questions; explore if it will work; and then provide a solution that will. All done without the use of the word 'no' or the phrase 'I cant'. If you are starting sentences with 'I can't' then it's probably worth checking yourself. Think about it, you're an EA and you're there to help your boss and their team. If you're not helping them, then you're not doing your job effectively. Whatever the request, however unreasonable it may be, you must try. Even if its the biggest headache in the world, it will undoubtedly give you a great sense of achievement having provided a solution to them rather than just a big fat NO.
So next time you're asked the impossible just listen; ask all the right questions; explore if it will work; and then provide a solution that will. All done without the use of the word 'no' or the phrase 'I cant'. If you are starting sentences with 'I can't' then it's probably worth checking yourself. Think about it, you're an EA and you're there to help your boss and their team. If you're not helping them, then you're not doing your job effectively. Whatever the request, however unreasonable it may be, you must try. Even if its the biggest headache in the world, it will undoubtedly give you a great sense of achievement having provided a solution to them rather than just a big fat NO.