When its time to appoint an assistant
Appointing an assistant is always an important decision.
In small business, there is the question of whether the business can afford the extra overhead. In larger businesses, it’s a question of what precisely is needed.
The famous American ad man, David Ogilvy, usually referred to as the father of modern advertising, once said: “Hire people who are better than you are, then leave them to get on with it.”
Ogilvy’s thinking is very good in theory, but his suggestion is not always easy to implement.
For many managers, delegating work, responsibility, and authority is difficult. It means letting others make decisions. The reality is that it is essential to delegate enough authority to get the work done, to allow assistants to take initiative, and to keep the operation moving ahead.
Normally, delegation does not end with releasing control. It involves coaching as well, because management ability is not acquired automatically. It has to be taught.
Just as important, senior managers have to keep supervisors and other managers informed about the role of an assistant. Part of managing is always to ensure that other leaders get the facts they need for making their decisions.
In coaching a new assistant, managers should be certain that they convey their thinking. It is important to give the reasons for an instruction. When a staff member knows the reason, he or she is more likely to do what the manager wants, when unexpected issues arise – as they always do.
In large companies, appointing an assistant is probably a little easier. Most managers need a general assistant or a PA for a bundle of tasks like:
- Compiling daily research reports
- Co-ordination of domestic and international travel arrangements
- Co-ordination of local and overseas client meetings
- Preparation of PowerPoint presentations
- Responding to client queries
- Events management
- Assisting with the co-ordination of road shows
- Processing of expense claims and invoices
- Extensive diary management and telephone screening.
These sorts of tasks are traditionally carried out by someone in a helping role, and in many offices, the system works well. However, there are also numerous large offices where executives today do more and more of these sorts of tasks, because technology makes many of them so easy.
PowerPoint presentations are a good example. They are so easy to create, executives are now more likely to do their own. Before PowerPoint putting a presentation together with overhead slides was a very time-consuming task. Obviously, the role of the assistant has changed. When it comes to appointing someone in to an assistant role, it is critical to assess the tasks involved and therefore the skills required.
In smaller businesses, where the cost of hiring an assistant is an issue, there are options. A virtual assistant is one that is worth exploring.
Virtual assistants work from their own premises and provide personal and office support services, such as general administrative tasks; making customer contacts; writing reports; editing documents; sending out marketing materials; handling thank-you notes, gifts and follow-up letters; setting up and maintaining databases; handling billing and bookkeeping; and updating web sites.
Some virtual assistants even help clients manage their personal lives, doing such tasks as arranging for pet-sitting, calling the plumber, scheduling doctor's appointments, planning an upcoming family reunion, or co-ordinating a move.
Where the situation is right, and where the tasks a business owner wants to have completed are suitable, engaging a virtual assistant can work really well. Obviously, the kind of work carried out, varies greatly. When appointing a virtual assistant, it’s normally good to find someone who has experience in doing the specific tasks you need help with.
Where your virtual assistant is going to be helping you with problem-solving, you need someone with excellent communication skills and someone who can be counted on to get things done. Often, the best approach is to hire someone for a specific project in the first instance. Then, if all works out well, you can proceed from there.
