Christina Maslova - Coffee Break Confidential. Real-Life Tales from Assistants

But, finally I understood the main – when you afford yourself the normal breaks, the return to the work is much more pleasant. And, when you feel that one more step and that’s it – you should stop.

Just remember that work is always there, but life has tendency to end.

We all need to press “Pause’ button sometimes. Learn to rest.

Unfortunately, no. When we do something fast, when we drive the challenges and want to improve the processes, be ready, that some of your colleagues just want to get finished what should be. And when you try to say that – hey, guys, I see here the room for improvement, because this… or that… you can face the wall.

Several years ago, I was very upset by one of such situations. I have a big experience dealing with different personalities, and even though it’s really hard not to find the way to talk to me – it’s true, I love people and always open to any ideas and initiatives, well, I must admit, that sometimes, you need to let people work as they do. So, returning to the point. I was really upset – I just couldn’t understand why they don’t see the room for improvement, why they don’t want to change the process, why they, at least, don’t want to discuss what could be done?

Once, one of my bosses, being very wise man, told me – look, you shouldn’t spend your energy on this, you shouldn’t be upset, because they are not the only ones whom you will meet in your life being the people, who are not on one side with you. And it is normal. We all have people in our teams who work differently, who don’t have the same approach – hey, let’s do it, let’s run, do it faster, better, etc. No.

I should say, that really, sometimes, it is being very upset thing, when you don’t see the feedback in the eyes of your colleagues, when you propose good reasonable things to be done. And it’s not about how easy it can be to talk to them. No, we absolutely calmly can meet during lunch and discuss ordinary processes, but when it comes to do a little bit more or, what is more important, differently, please, be welcome to the club of witches who push them, and try to make confusion in their established life.

And it is ok. Sooner or later it will move. Because in the terms of current economy situation business cannot wait too long when everybody wake up. But in every team we have such people. And it is ok as, well, we are all different. There is nothing ideal in our life. You need to show more flexibility communicating with people around us. Be sure – they know their job, but being slow, they can be annoying in their wish to keep things as they are. From psychological point of view, they want to keep the stability. This helps them to keep balance. We know that business world is very fast and we should be very flexible in our approaches. But, keep calm and just accept the fact that you cannot expect all to run as you do. Marathon distance is always different to different people. Be generous in understanding others.

Probably, I will upset somebody, but no. Not everything, not always, could be done in 24 hours. That is life. And here I would like to share few tips, which I use to organize myself.

First of all, our job is very multifunctional and requires high speed. But, even if you have all qualities of a perfect assistant, you will not be able to fulfil everything in 24 hours, just because we’re all human being. But, you can try and organize yourself to make maximum out of possible, pay attention to everything and everybody and remember about yourself.

1. And the first from the list is… ta-dam! Rest! Find the time for rest. In terms of stress your body presses button for energy saving, which as you remember you don’t have enough, and your ability to work efficiently reduces. So, the main thing is – to have lunch. And 15—20 minutes per day to have small break. One of my colleagues shared her experience, during the day – she goes out of office to breathe – 5—7 minutes. Even your Apple Watch pushes you to stand up, to breathe! So, please, start doing this. Keeping phone silent (nobody will die if you not answer the call immediately). Your ability to organize your own rest will have the direct impact on how you feel and how you work. And, of course, sleep is also important.

2. Split the tasks according to importance. Make the list, keep the reminders on iPhone or mail, no difference. I know that we all love to do things now, straight away. But, no. You should know the limit and keep balance. Split the tasks by people or timelines.

3. You can join 2 or 3 tasks in one. There are personal and business tasks, which can done in one time. Sometimes, it helps a lot. For example. If I order corporate gifts and I know that I will need something personally, I make 1 order, splitting the invoice into two parts. I don’t spend additional time for gifts, shops, etc. Think few minutes – if I need something – and then go and order.

4. Learn how to work with colleagues and partners. You do not do everything by yourself and, what is more important, you should not. Learn how to delegate. Yes, most of us have problems. Because we know better, we can do faster, and easier. Stop. The number of tasks has the rule – they increase. And you need to think ahead and learn how to make your life easier. Especially it’s related to travel agencies, to different services. They get money. So, use the resource. Most of assistants are “red”. Recently I’ve read the book by Thomas Erikson “Surrounded by idiots”. And this definition “red” is taken from this book. Read it, it’s interesting approach. Then I spoke with few of my colleagues, and we must admit, that does not matter which “color” you are. Most of assistants are “red” at work. And this is also influence on our communication with colleagues. Learn how to be more flexible. Not all are so speedy as we are.

5. Make simple tasks straight away. Don’t store them. If it is one call which is needed or letter – do it. You even do not have to add this to your list. Just done and that’s it. Small and not urgent tasks make the garbage in your head. For example, if you should remind your colleague about something – write letter and close the deal. It is 1 minute. If not – you will always feel like you have a lot of and nothing at the same time. And despite that it’s very little things, it will influence on your work load.

6. Come to office earlier. I know, I know… we all want sleep. But morning without boss and colleagues makes you calm and gives you opportunity to work with documents, drink coffee in a relax mode, remember all small things to be finished. Calm morning – it’s a great tool. And an excellent start of a new working day.

7. Your working place should be ideal. No old papers, no invoices, which should be in accounting, no bills and etc. When you go home your table should be almost empty. The same with Outlook. Make folders, split mails. Organize everything with maximum efficiency to use it, with minimum time to find. Your time is precious. Learn how to use it properly.

And finally, small advice. Say thank to yourself. And make sure that in order to keep up, you get high on what you are doing. Our bosses not always have time to say thank you. It doesn’t mean they do not want. No. But, their time is running faster than ours. So, sometimes, remind yourself that you’re well done! Because without us – their working day would be much more complicated ☺

Once I’ve heard a very interesting opinion that secretary person it’s just – tea\coffee, meet guests… To say that I was “a little bit” surprised – it’s to say nothing. The true is that the modern world is very fast, very energetic, and to meet the requirements every person in your team should be Very Professional. And the reception secretary is part of it and the first one to prove the company’s image. Personally, I think that reception person should not have a lot of experience. It’s easier to learn how to work in your company and help to set up the proper mind and understanding of the processes. But, in general, what do we look for when we try to find the “ideal” candidate for this role?