As a personal assistant, management assistant or management secretary, you are your client’s personal back-up. You are always there for your manager. You’re in charge of their inboxes and agenda’s; available day and night and as soon as something needs to be arranged, you’re there to get things done. Piece of cake, when you are working for only one client. But how are you going to make sure that all these inboxes, files and calendars stay organized, when you’re working for multiple managers?
- Create separate folders for each client
It may sound obvious, but it’s worth mentioning because every assistant has its own way of working. By creating separate folders, you prevent the accidental confusion of documents or appointments. Personally, I use Microsoft OneDrive for this. This gives me access to all the files I need, everywhere and at any time. OneDrive also offers a very nice app for your smartphone.
- Make sure your e-mail addresses are well-organized
When you are working for multiple clients, you probably e-mail with all different kinds of e-mail addresses. Microsoft Outlook offers the possibility to install all the e-mail inboxes you’re managing in one account. A really nice feature because you only need to login once to get access to all e-mail accounts immediately. Always remind yourself to double-check the ‘From’-field, every time you send an e-mail this way. Quick mistakes creep in here and of course it’s incredibly sloppy when an e-mail goes out from the wrong sender.
- Use separate calendars for every e-mail address
If you’re using multiple e-mail accounts, you also have the possibility to use multiple calendars. Open the calendars in different windows or merge the windows, to get a clear overview of all appointments. Mark all calendars with separate colors, so you can immediately see which calendars you have opened. To make sure you’re working in the right calendar, remind yourself to double-check the name of the calendar you are working on every time you schedule or change an appointment
- Create separate e-mail signatures for each e-mail address
Make sure you use the correct e-mail signature for each e-mail address you are using. Checking the signature is combined with checking the ‘From’-field every time you send a new e-mail. Checking the signature is an extra check to ensure you’re sending the correct e-mail to the right person.
Please contact PA Dynamicsfor more info. Let’s get things done!
Copyright PA-Dynamics © 2017 – Translated from original Dutch article