Being “efficient” in the admin world is an almost subjective goal. Much like almost every other aspect of administrative support, being efficient can look very different from job to job. In my experience, however, there are some really great strategies that can help you improve your own unique version of admin efficiency.
Let’s jump right in. My strategies are to:
- Re-evaluate your administrative system
- De-clutter your junk
- Review your projects
- Do your research
Re-evaluate Your Administrative System
Many times we create/change our administrative system on an “immediate need” basis, even though it’s not ideal.
The reality is our job requires us to be very flexible and resourceful, and while others might appreciate those talents, we might not appreciate that we have to. Additionally, during the “busy season,” our administrative system is tested even further. For example, we might not have had time to keep up with updating our system, or we realized the system simply didn’t work well.
Taking a moment to periodically re-evaluate your administrative system can help you to fine tune it to suit your needs more efficiently. If you take the time to create a more efficient and reliable system, it will help you improve your own admin efficiency.
As you work, if you find something that isn’t helping you, jot it down for later so when you’re ready to do your re-evaluation you can focus on specific issues you already have.
I would recommend not evaluating your system too often, but maybe every 6 months to a year might be a good place to start. Allowing more time gives you time to test out your tweaks to see how well they work for you.
De-clutter Your Junk
It happens – especially when you’re slammed. Files are not put in the correct place or labeled correctly, notes about projects have ended up on random post-it notes, and your desk is…somewhere in here.
Taking a moment to get rid of the clutter is important because it helps us to reset our workspace. I don’t just mean our physical space, but also our digital space. All those files that made it to our desktop because it was faster, that folder that was ONLY supposed to have folders in it now has a scrollable list of random files.
Craaap.
It sucks, but taking a day (or two) to go through everything now in smaller chunks will help you. Not only feel more organized, but future-you will be praising past-you for your level of organization and consistency when you have to find a random file that you didn’t even remember you had.
Most articles say that organization is the most important skill in administration. To a certain extent that’s true, but how you organize your admin world makes all the difference.
Review your Projects
Now this tip is not as often typically recommended, but it’s super important. Taking the time to remind yourself where you are with certain projects/tasks is crucial.
As you all know by now, I use Trello to help me do this. I cannot remember everything, so I set up fake deadlines and reminder due dates to ensure I re-familiarize myself with the project or task. I will white lie to future-me all day if it helps me out. 🙂
The purpose is to ensure a firm grasp and understanding of where I am in any given task’s completion. If I’m in a meeting and my manager asks where we are on a task, I can speak with confidence about our current situation.
The frequency of reviews is up to you, but reviewing your projects routinely is a great way to improve admin efficiency. If you want that to be for 15 mins at the end of every day or once a week, it’s up to you. Reviewing your tasks allows you to proactively seek task completion consistently without the need of your manager to remind you.
Do Your Research
As an admin, we rely on our knowledge of software applications, eclectic knowledge and experiences, and our adaptability. So, it shouldn’t come as a surprise that I recommend research as my last tip to improve admin efficiency.
I always tell others that if you are doing the same task over and over again, chances are, there’s a faster and better way to accomplish the task.
Take the time to think about your task list, responsibilities, and projects and dedicate some time to finding out if there’s a better way to execute those tasks. That’s how I found Trello, I took the time to find and try out other software to see if it could help me.
Trello has helped improve my efficiency, collaborate with others (if applicable), and gave me peace of mind of where I am on projects.
Researching new tools, tips, and strategies has helped me to develop my system into an administrative powerhouse. I shudder at the thought of my life had I not taken the time to research and learn new tools.
So get out there and find new solutions to your problems! They are out there, and if you have any issues trying to find a particular solution, send me a message! That’s what this blog is for – to be on each other’s team.
I hope you liked this week’s topic on “4 Ways to Improve Admin Efficiency.” I had a lot of fun thinking about the question and giving my honest opinion. If you like this content, please consider joining my email list!
Photo by Prateek Katyal on Unsplash
