As an office support professional, you know that supporting multiple people can be just as challenging as it is rewarding. Whether you’re a seasoned professional or just starting your support role, learning to report to multiple individuals is an invaluable skill that demonstrates critical time management abilities as well as stellar communication skills. If working for more than one executive is proving to be a bit demanding, here are 4 key components to help you excel.
Know their styles
Everyone has a different way of planning their day, managing tasks, and getting things done. If you find yourself working with two or more executives, it’s important to customize your methods of communication to each individual. While one may want to be constantly reminded of meetings and favor face-to-face interaction, for example, the other may prefer that you remain “behind the scenes” through email communication and a regularly updated daily planner.
Learning what type of communication they prefer will not only make your job run smoother, but will also help you manage their busy schedules. If you’re feeling overwhelmed, setting aside 5 minutes a day to set goals and prioritize with your supervisors may make your day run more effectively.
Set clear expectations
As with any profession, there may be instances where you’re asked or required to go above and beyond your typical tasks. While taking on extra responsibility is a fantastic way to showcase your abilities, accepting too much may dilute your quality of work. To better balance your workload, know what your core duties are and be sure to prioritize essential tasks over additional ones.
If you’re feeling overwhelmed, don’t be afraid to ask for help! Chances are, other admins in your office will understand your dilemma. However, before you encounter a situation where you may need assistance, it’s a smart idea to know who your first point of contact is. This way, you won’t interrupt your co-workers and can better handle your duties with the right support.
Learn to break down projects
Working for more than one person will inevitably mean that schedules, projects, and deadlines will overlap. Rather than attempting to tackle a mountain of work all at once, break down multiple large projects into smaller manageable tasks. Not only is this more efficient, but it allows for both you and your individual supervisors to track your progress and make adjustments as needed.
Master your soft skills
One of the best ways to be an excellent administrative professional is to have a mastery of crucial soft skills. While supporting multiple executives, you may be required to wear many different hats and make last minute changes. With this being said, some of the most important soft skills for office support professionals include being:
- Deadline driven
- Calm under pressure
- Client service oriented
- An excellent listener
Remember, the professionals you support likely see you as the person they can turn to at the drop of a hat—it’s your job to be able to be a point of reference and support, no matter how many people you report to!