Executive Assistant's Corner: Are You Getting The Job Done The Right Way?

Are you "getting things done" the right way?

People have different methods of completing a task. When we're able to get it off our checklist and produce results, we pat ourselves on the back and say, Well Done! Err... are you sure? Completing a task and doing it efficiently are 2 very different things.

Here's what happens when you don't get things done RIGHT.

1) You Disturb More People Than Necessary

If you want to get a mango, you look for a mango orchard. For the simple reason that that's where mangoes are!

I've worked with people who are not familiar with the functions of their colleagues. Whenever they need a task done, they send their request out in the universe and hope that someone will answer. Maybe the aliens will if they catch the signal. In the process, they will copy everyone they can think of for a very simple request. It will eventually reach the people concerned when the email is forwarded and forwarded. The task will be completed - after a number of people have been needlessly spammed. That's sloppy work.

How to avoid: Get to know the people you're working with and exactly what they do. Assistants, especially, need to be well acquainted with the function of each person in the organization. Knowing who to approach will not only get the job done faster, it will keep you from wasting other people's bandwidth.

2) You Lose Credibility and Respect

People can tell that you don't know what you're doing and you don't care to know. Whenever they see an email from you or see your requests and instructions floating in the ether, they think.... there she goes again!

It's understandable if you're new and finding your way around. But even then, new employees should put this on the top of their to-do list. Can't always use ignorance as an excuse. We are all proud of what we do, no matter how small, and we want to feel that our colleagues think it's important. You can't play chess without knowing how the pieces move and what they can and cannot do. Not bothering to find out... is rude.

How to avoid: If you're not familiar with the organization, request for a copy of the ORG CHART and know the key players. This gives the perception that you are giving importance to the people you are working with, by caring enough to find out. If you show respect, you will be respected.

3) A Simple Job Becomes Complicated

As mentioned in my previous articles, efficiency is getting the job done in the least amount of time with the least effort. Waiting for the aliens to get your signal, can take time.

How to avoid: If you had bothered to find out who exactly can help you with something, it would've been done faster. Saving everyone time. Go directly to the resource.

I once tried to tell a colleague who to approach when she needed something done. Her response was, "It doesn't really matter as long as I'm getting the job done." Wrong answer. It matters... a lot.

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Thinking that all that's important is getting the job done is not a good mindset. We have to get things done the right way.

The 20/80 principle is a good guide to getting things done RIGHT. Use only 20% of your effort to get 80% of the results you seek. It saves not just your time, but other's too.