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

I will tell just you – I almost don’t use calendar. I have only one set up on my phone, and it’s more like reminder, but not calendar. It doesn’t mean that I don’t plan – of course I do. But, the value is not in planning, the value is in determining what matters for you and simply doing it to achieve what you want. Exactly doing. It means that I try not to spend the precious time for something I don’t like. It might very well be that you will think something like – hey, we cannot do just what we want. Yes, it’s true. But to be in the stream with your own wishes and move step by step to be more and more involved in what really matters for you, it’s the whole art, I will tell you. And I learn. I learnt, and I continue doing.

And the job it’s also the part of it. There will be no success if you are not in the stream. You will never find time, if you’re not in the stream. And to make time for what matters – it’s exactly the main and on the top of all secrets. Because there are no secrets at all. There is just your wish to understand what you really want. We all have the capacity to do more, we all have energy, but you can see the result only if you move the right direction. Your right direction. Your stream.

The question seems to be silly, but I decided to stop by because personally faced the situation that sometimes my young colleagues cannot understand what it is exactly about.

For example, you’re working during 1—2 years on the position where there is only one requirement – do well what you’re asked for. Then you found another job in another company where the basic principal is – that nobody will push you.

Btw, most of Western companies work like this. Yes, you have initial responsibilities, but to be able to achieve something in this company (and what is more important to grow) means that you should take more than is expected from you.

Always to be at least one step ahead…

Shortly, to be proactive means:

• do more (take on not only listed tasks in your job description);

• look around (there are always issues with processes and etc., pay attention to these issues);

• think about the possible decisions (when you find out the problem);

• think about implementation of what you have proposed;

• learn to listen and hear comments of your colleagues.

To be proactive means – that you should run for the job, and not vice versa. To wait when somebody will come and propose you something will not work. In this case, your reputation in the company will be zero.

Be open to new tasks, even if they are not in zone of your responsibility. Keep your eyes open and look around. There is always a lot of what should be done. You need just come and take it. This will increase your visibility in the company, will show your interest to develop yourself, help you to communicate more with your colleagues. And, all this – your way to career growth.

For example, you found out that there is a lack of communication between assistant’s block and one of the departments. Take the lead role, propose to your colleagues, that you will take this job and on, let’s say, monthly basis, will prepare the short communication letter with update. Agree on format, with your colleagues think about the content and move ahead. It’s simpler than it seems to be.

You need just one thing – start doing this.

Here, I would like stop by on the following. Assistants work not just with colleagues, but with companies-partners, who provide us different services. It can be travel support, events organization, suppliers (for example, furniture, food, etc.). And the reliable supplier – it’s a big help in our daily routine. I think it’s great when you find company and people there understand your needs, they do more, and try to find the best solution for you.

Of course, a lot depends on your skills as communicator. And this is also one of the skills which can be developed. Be sure that your partners stay with you during your whole career – doesn’t matter where you work. If you know that there are people whom you can rely on – it’s also your way to be more efficient.

And not to waste your time looking for the new supplier. Assistants have very limited free time. It should be spend with value.

When I come to new company, I always try to find out which suppliers company already work with and set up good relations with them in shortest period. Every supplier – from stationary to travel. If I need more, for example, private jets – I propose, evaluate the cost and we decide if we should sign the contract. It is myth that assistants should do everything by themselves. Nothing at all. It’s simply impossible. You should control others to do it for you.

I remember I had to arrange the corporate teambuilding in Portugal. Our local agency proposed interesting, but very expensive option. Usually, what you do – you send the request to travel agent and they book everything from tickets to food. But it costs too much. During our meeting with general director, my boss actually, we looked on costs, on budget and I told – let me organize myself. The question – are you sure that you can handle it – was not stupid, because they did not know that I have already done it once, you will read about this teambuilding further on in the book. So, why not?

But, should I say that of course I haven’t’ done everything by myself. The tickets were bought through our usual travel agent, whom we work with on a business trips. The hotel was booked directly in Portugal. The guide and transfers were found by asking my colleague in Portugal. Of course, they advised the local, much cheaper travel agent, who arranged everything from guide and excursions to food and presents. And we have made the economy of 2—3 thousands Euro I think.

So, if partners can help you? Of course. Should you use all the resources to make your life easier? Certainly yes. Should you talk to your colleagues and partners abroad and ask for help? Definitely.

Assistants are very attentive people, and mistake it’s something more exceptional, than the rule. But sometimes, it happens.

I asked my colleagues to share stories about the mistakes they made in their work and tell them how they got out of difficult situations. Some of them are funny, and this proves once again that sometimes a sense of humour is essential in our work.

Funny thing – there are just few examples, because most of my colleagues couldn’t remember anything serious, and this is one more prove that assistants can do the mistakes, but improve the situation quickly and nobody knows about it ☺

“I forgot to order a taxi. To my luck, the hotel was not far from the office. When in the morning the chief came on foot and said that a car had not arrived behind him, there was no limit to my horror. I just started working in the company, and there it is. Despite this, the chief laughed, said that the walk helped him in the fight against obesity and no longer recalled the incident. I remember about it so far. But, for several years now, I have never forgotten about ordering a taxi. They say that they learn from mistakes” – Helen L.

“I confused the dates when booking tickets. It is good that I discovered this by myself a few days before departure. Thanks to a good relationship with the manager of the agency where we book tickets, I changed them without penalties ” – Sandra T.

“My chef does not eat flour (pasta, bread, etc.). When ordering lunch to the office, I always ask to exclude croutons from the salad. We even had to once change the restaurant, when in the one we use, the toasts were nevertheless put several times. Chef is very angry. And then, whether I was running in, or at the same time answering the call, in general, having already placed the food on the table in the office, I looked at the salad, and on top lay a pile of toasts. Well, I did not check it… it was too late to rush with a plate to the kitchen through the whole office; in the corridor I heard the voice of the chief. In general, I had to shove the croutons from the salad into my jacket pocket. Then I shook crumbs for a long time” – Ashley S.