Can’t Get the Meetings You Want? 10 Tips to Give to Your Admin

Posted on August 3rd, 2010 by Keith Ferrazzi

When you take on a new administrative assistant, you train them to use your computer and phone system. To understand the intricacies of your schedule. To handle all manner of paperwork.

But do you train them to help you manage your relationships?

You sure should! Here’s 10 tips to share with your admin (or, if you’re an admin yourself, to put into practice), that will ensure that your calls are scheduled quickly, your meetings are put on the priority list, and that great first impression of you and your company is already made before you walk through the door. And make sure to read them yourself: Some of the tips start with you. -- KF

1. An admin should constantly ask her/himself the question: How can I make my fellow gatekeepers lives easier? How can I do the same for their bosses?

2. Bosses: Ask questions while you’re at meetings and relay the info back to your admin to leverage in his or her future communication: What are the interests/passions of your target’s assistant? You need to be the eyes/ears for opportunities for your admin to build the relationship.

3. Admins: When adding agenda items for meetings in your bosses’ calendar, add the name of the target’s admin and personal info so your boss can speak with familiarity and respect for the admin, not just the person he’s meeting with.

4. Send live flowers instead of cut flowers, especially orchids. They last longer.

5. Proactive, thoughtful gifts like Starbucks cards with a handwritten note go a long way.  Even better, something that reflects your brand – but only if it’s truly generous.

6. Call other admins and ask for advice on issues that you need a benchmark for.  Everyone wants to help, and everyone is flattered that their opinion matters.

7. One easy routine outreach – birthdays.

8. Volunteer to them what makes your boss tick, so they will reciprocate by offering some insight into their own boss – the more you know about a target contact, the easier it is to connect and care.

9. Smile while making calls – it affects your tone! Phone demeanor should never be “business as usual.” Every call is an opportunity to share some positive energy.

10. Start an internal executive assistant peer group that meets on a regular basis with a focus on networking and practice sharing. Inviting an executive guest can create additional opportunities to learn about companywide initiatives.  Share and promote the progress you have made and your best practices with others.

What special tricks have you passed on to your admin to help him or her do a better job managing the relationship side of your business?

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4 Responses so far | Have Your Say!

  1. Great list

    No 11.
    Send at least one thank you notes a week. Ask your boss every Monday "who really helped you last week? Who made your life easier? Who gave you great service last and then send a short personalised note to say thank you

  2. As a career administrative professional before I launched my VA company, I can tell you with certainty that any admin worth her salt (or her bonus) knows these tips. I commend you for enlightening the executives, particularly those who don't acknowledge how much value a good assistant could provide.

    An assistant can make or break an executive. So be careful how you treat that voice on the other end of the phone/email. :-)

  3. A corollary to Number 9: Be that cheerful, fun, funny assistant other assistants - and executives - love speaking to; that was my M.O. when I was an assistant.

    Tip No. 12: Remind your assistant that assistants won't always be assistants. (Case in point: Me. Let me tell you, as a producer now, there are writers out there who now regret having been mean to me.)

    But totally disagree about Tip 4: If I had a dollar for every person who sent my boss a difficult plant that I then had to take care of - and wound up killing 9 times out of 10 - I'd be rich. I've got much better reactions -- from everyone from name actresses to assistants who've just had a baby -- from the cut flower bouquets I send from a florist I've known for years in whom I have the confidence to give carte blanche once I fill him in on what the flowers are celebrating.

  4. I like Geri was a career administrative professional before I launched my VA company. Developing your relationship with your boss is THE most critical relationship to develop. Once that is established you can then work on making both of you successful developing, creating and enhancing other relationships. I remember the wonderful feeling when we were able to turn around those challenging corporate relationships which for some usually unknown reason started as negative.

    I have to agree with the statement of flowers--live or cut. Between allergies, time to care for them and the short life span of cut flowers they have caused me more stress than joy. A gift card for lunch, a movie or even coffee means more to me, something I can use on my terms and at my convenience.

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