When it comes to describing the essence of what EA/PA's do, a certain concept comes to mind (and 'mind' being the operative word) that essentially sums up what our role requires - and that is being a mind reader! In a job that is difficult to define on a daily basis, there is one element that is consistent and that is ability to be always two steps ahead, pre-empting whatever it is that your manager is going to need and want. And you are probably as aware as I am that it's not an easy feat! I cannot tell you the amount of conversations I've had with other assistants where they are ripping they're hair out when things have gone wrong, or things have not been done, all because there was a lack of communication between them and their manager. But we're just supposed to be able to read their minds, right? Right. But unless you are some sort of psychic, reading minds does not come naturally to the average person, but that's not to say that you cannot learn the art of getting inside your manager's brain. As with other skills, this is just something that will come with time, but there are some things that you can do to help switch on your mind reading skills which will in turn have your manager/assistant relationship working like a well oiled machine.
1. Ask questions always
Even if you know you won't get a response for whatever reason, always ask the questions that need to be asked. Don't just assume you will know what they want, especially if the relationship is fairly new. You will never get to know the inside workings of your manager's brain and what they're expectations are unless you find out what they're thinking. So even if you cannot extract the answers you need to deliver the task at hand, try to think back to other similar situations and what they requested then....you may just find your answer. It's important to bank all the knowledge you can when you do get question time with your boss as this is your learning time - it will all be beneficial later when it comes to 'test time' when you are left to make decisions on their behalf without the luxury of being able to consult with them. But if you still are not confident and have not had enough 'question time' with your manager, make it a priority to find someone on their leadership team that does understand the workings of their brain. There will always be one person on the team that has worked with them longer than you that you can always run things by, until you find your 'mind reading' feet.
2. Learn from your mistakes
Ok so you under delivered on something you were asked to do, and all because there was that silly expectation for you to just to 'know what to do'. And although we all strive to be perfectionists, the reality is sometimes things just don't go the way we planned. But don't get down and out about it, just re-asses the situation and identify what you could have done to avoid this error. This is always a great opportunity too to sit down with your manager and explain that although you can usually anticipate their needs, you aren't a mind reader and as such shouldn't really be treated like one. Open up those communication channels at any opportunity you can get!
3. Buddy up
Although you may not believe it, the skill of 'mind reading' will eventually come and you will get to a point where you feel comfortable making decisions based on what your boss will want. But until that time does come its always great to engage with another assistant or assistants and ask them what they would do. Doesn't hurt to hear other's points of view, especially if they are more experienced than you are. And although they may not know your boss that well, they may very well have some great advice on how to extract those answers you need at the time, either via different channels or through trial and error.
4. Get personal
The great assistant/manager relationships are usually those that are not just formed in the office. If you can get to know your manager on a different level other than how they are in the workplace, it can give you great insight in to their morals, values and most importantly their expectations. Although its always difficult to get one on one time with them during work hours, consider taking things offline and having the occasional coffee, lunch or even glass of wine with them so you can understand what's going in their lives outside of work. If you can talk to them about things other than work, you'll probably learn a lot about them, which will be of great benefit to you. Ok maybe you won't know who they want in the meeting that they've asked you to arrange, but you will have better insight as to what their pressures and priorities are outside of work which may in turn answer some questions around what sort of support they need when they are at work.
5. Sit in on meetings
We are all busy and usually too busy to sit in on endless meetings, but unfortunately the reality is if you want to understand what your manager's priorities are and what they need, its necessary. The leadership team meeting is essentially the most important meeting for you to attend and generally it is part of our role to sit in and take the minutes and/or actions anyway. But don't use this as an opportunity to zone out, or catch up on emails whilst you're in attendance. Listen, participate and learn! You'll more often than not pick up on a bunch of meetings that your manager will need with others in order to prep for certain business priorities - and without even being asked you'll find yourself putting in meetings and magically starting to learn that special art of mind reading and pre-empting what they need!
As I mentioned earlier, all of this will usually come with time, but it won't come to you unless you work at it. Implement the above and in time watch your boss start to relax and connect with you, and wonder how on earth they function without you!
Labels: Advice
