Project Management Tips for Administrative ProfessionalsAdministrative Assistant Resource
October 17, 2012 — 3,325 views
Being an administrative professional can be a very challenging job, especially if you work in a busy environment. Administrative professionals are often asked to handle multiple projects that range from setting up complex meetings to promptly answering all correspondence. If you don’t stay organized, you can quickly become overwhelmed with your workload. Incorporating a few simple and effective project management strategies into your daily work routine can help you get your work done quickly and efficiently.
The first thing you need to do to be a successful administrative professional is learn how to prioritize your projects. Prioritizing is one of the most effective project management strategies you can use because it allows you to focus on tasks based on their deadline and level of importance. When creating a work schedule, always ask yourself which tasks can wait and which tasks need to be done as soon as impossible. Getting time-sensitive assignments out of the way first will reduce your stress levels and help you keep your work moving at a good pace.
Another good project management tip to remember is breaking down every big project into smaller, more manageable steps. Dealing with a complex project that needs to be done as soon as possible is intimidating and stressful. When you are faced with a lot of work, it’s tempting to procrastinate by doing easier assignments instead of getting started. Breaking one project into simpler tasks is a great way to get motivated. If you are working on a long-term assignment, plan to do a little bit every single day to avoid rushing to finish it on the day of the deadline. Write out a detailed schedule that breaks down what you need to do on a daily basis to get your project done on time.
In general, writing is an important project management tool for all administrative professionals. Taking notes is a good way to avoid making a mistake or waste time on double checking rules and guidelines. If you deal with the same type of project on an ongoing basis, type up and print out any information that you need to reference when working on it. Put it in a place where you can easily access it when you need it. If you have empty wall space around your desk, you can hang up useful tips and guidelines to speed up your work pace. Always keep your desk clean and organized, so you can easily find what you are looking for the second you need it.