I created this blog to call attention to the fact that working in our profession can be lonely for a bunch of different reasons. In my very first post, I shared the depth of my frustration and loneliness with you.
However, there are things you can do to make working as a solo admin more manageable, less lonely, and more rewarding. We often have to look inward to build the confidence to excel in our job and our work.
Now, after running my blog for a while, I wanted to share how I handle working as an administrative team of one.
Be Clear About Your Administrative Responsibilities
If you’re anything like me, then you might be a perfectionist and an overachiever. That’s why it’s even more important for you to separate what they actually expect of you from what you hope to do. When I felt overwhelmed, it was really important to remember the necessities.
“What has to be done?”
The question really helped me focus on what was most important. Yes, of course, I always wish I could do more, but my circumstances sometimes don’t allow me to do that. But next time, IT’S ON!!!
While figuring out was has to be done, identify the main hats you wear. Think about what you need in order to make sure all of your needs are met.
For example, much of my work revolves around event planning. So I built all my other responsibilities into event planning, which was key to my success. I realized it made more sense to build in everything I need into each event rather than independently. By doing an event, all the other work is being done simultaneously.
Consider what you need in order to minimize repetition and inefficiency. Focusing on what you need to do first to make sure that runs like a well-oiled machine, then focus on improvements.
Lastly, set clear expectations. Setting expectations isn’t just for yourself, but also for your manager. If you’re overwhelmed, communicate why a task might take longer than usual. It can severely hurt a working relationship by not setting and understand mutual expectations. Giving reasonable deadlines, numbers, circumstances will help to minimize miscommunication and unnecessary negative outcomes.
Set Up Your Administrative System
Your administrative system is a process I’ve talked about many times before. Ideally, your administrative system will provide you with a reliable flow, process, and structure custom made to your needs.
It starts with understanding the big picture. When you have a firm grasp of what is important to you, your manager, and your department/organization, you are in the best frame of mind to make good and relevant suggestions and decisions in your work. Setting up your administrative system is perhaps one of the strongest tools in your arsenal to rely on. It should always be simple, efficient, and flexible.
Once you have an idea about how you want your system set up, consider the tools you might need in order to achieve maximum efficiency. As many of you already know, I use Trello. In order to understand how I ended up using Trello instead of other software programs, it all came down to how I set up my administrative system.
Trello served as a sort of assistant to my administrative team of one. Once I incorporated my administrative system into Trello, I fully committed to the integration. I added Trello as a start-up page on my browser, so it’s always up every morning.
My most important recommendation is to be honest with yourself. You’re only hurting yourself if you are trying to set up your system for the person you wish you were, not who you actually are. Just like we learn the mannerisms and behavior of those we support, your system should include and reflect your own personality and work style.
Treat your system as if it was an actual assistant. Be honest, keep it in the loop, and let it help you be the best version of yourself.
One of the best parts of fine tuning your system is that it can help you develop your work routine. When I start work every day, I know what needs to be done, talking points for my meetings, and the ability to grasp all my project status’ in a very short period of time.
For example, I’m NOT a morning person, but we have a meeting every morning. So, I add notes throughout the previous day to tomorrow’s Trello card for the daily meeting. Also, at the end of the day, I look back and see if there’s anything I missed that I need to add while my brain is still working.
Start Your Own Damn Team
No, I don’t mean hire your own team. I mean to meet other admins in other departments.
While working on my own for so long, I found it beneficial to create positive relationships with fellow admins. I can honestly say that’s been one of the best parts of my job. I could create a team that I wish I had. Granted, they probably won’t know exactly what I do, or know the people I interact with, but you do have someone who can be there for you, regardless.
I take a lot of joy in helping my fellow admins. If they have an event or major meeting, I show up to be an extra pair of hands. If I know a faster way to help them do something, I share it with them.
In our profession, we’re so used to helping others that the notion of us receiving help is not our first thought. However, when people show up purely to help you succeed and make your day more manageable, especially when you need it, means everything.
While we don’t work in the same department, but we all know the same struggles, and we show up. We help each other. We do what we can.
All you have to do is to be the teammate you wish you had and foster those relationships.
I enjoyed this feeling so much that it was the main contributing factor in creating this blog. I wanted to share and spread the feeling of “team” to other fellow admins. Creating your own team can significantly affect our work as an administrative team of one.
Be Kind To Yourself
Y’all, not playing. All you can do is your best, and that is ALWAYS enough. No, you’re not a failure if you can’t pull the impossible out of thin air.
Here’s a thought. Let’s say you had a teammate, and that teammate said all the things you mentally think to and about yourself to your face all day, every day. YOU WOULD (or at least should) HATE THEM.
First, report them for bullying. Second, working would be so hard because your environment is stressful and negative. That behavior would be unacceptable for an actual teammate, and therefore it’s unacceptable for you.
Understand that mistakes happen, things are forgotten, and things slip through the cracks. You’re human.
Yes, it sucks when that happens, but being patient and understanding is a healthy approach. If it happened to someone else, and it genuinely mortified them, you’d be reassuring them. So, why wouldn’t you reassure yourself? Why don’t you deserve that same compassion and understanding? Every mistake is an opportunity to learn and grow. That’s awesome.
Lastly, if you haven’t, consider starting therapy. Having an objective person to turn to whose sole purpose is to focus on what’s going on with you can really help. Going to therapy doesn’t mean you’re crazy or depressed. You go to the dentist and doctors for regular checkups to make sure things are okay. Why not check in on the muscle that is working every millisecond of the day, even when you’re sleeping?
Nothing has to be wrong in order to check in.
Conclusion
Even though you may feel alone sometime, there are many things you can do to make your workload and environment better. It’s not easy being an admin, but you can handle anything!
If you’re feeling low, stop and think about what your worries were 6 months ago, and how you handled it like the bad ass you are. You’ll make it through this too.
Clarifying your responsibilities, setting your administrative system, open your world to creating your own support system, and being kind to yourself will definitely help you be a great administrative team of one.
I hope you enjoyed my tips on how to work as an administrative team of one! If you have any thoughts, please comment below. If you enjoyed my content, please sign up for my monthly newsletter below.
Feature Photo by Antor Paul on Unsplash
