6 tips for appointing the right PA
Are you thinking about appointing a PA? It might be help your business more than you could possibly imagine.
We all know the – potentially – two-dimensional value of a PA. Most business people start to consider making this appointment if they’re so busy that admin and day-to-day paperwork are piling up, and getting in the way of actually generating business.
It’s true that a PA is often appointed to shoulder the burden of admin. Naturally, with someone there to take the strain, you can focus on your actual day job. But – if you dig a little deeper – there can be much more to it than that. Rather than simply just taking the paperwork off your hands and giving you the same amount of time back, the right PA can actually help you optimise your time and increase your own productivity levels.
1-Eat the big frog first
PAs aren’t just there to answer your phone calls or schedule your meetings. They can also help you with tasks such as managing your email inbox, reminding you of important deadlines and events, and keeping track of all the projects you’ve got going on. Apart from the purely functional, the right PA will also provide emotional support, making you feel more productive by boosting your mood in a myriad of different ways. And I don’t just mean making you a cup of tea.
Have you heard the saying if you got to eat a frog, eat it first? And if you’ve got two frogs to eat, eat the big frog first? Basically, it means focus on the most stressful task at hand first, so that you can get on with the rest of your day, empowered by the fact that a) you got it out of the way already and b) it probably wasn’t as hard as you thought.
The sign of a good PA is one who will help you focus on dealing with – or eating! – the big frog first. They’ll take the stress out of your day by enabling you to focus on the most important tasks – even if they’re unpleasant ones. And if you’ve chosen wisely, they’ll also help you with your plan to deal with all the frogs.
2-Taking the strain
To ensure you select the right PA, set them a task. Ask them how they’ll manage your day in order to optimise your productivity.
If you’ve found the right person, their response is likely to include some if not all of the following:
- identify from the beginning exactly which of your tasks are low-priority/can be delegated
- prepare the materials/information/research you need to complete your daily/weekly/monthly to do list successfully
- plan ahead by taking into account others’ availability
- ensure there’s adequate time between meetings to accommodate debriefing for one and preparation for the next
- re-evaluate your current outsourcing/suppliers/additional support
- schedule regular time to debrief – to review, rework and refine.
3-Digging a bit deeper
A more strategic approach can yield even better results. Perhaps when you’ve established a pattern to your working relationship, you can start looking at the big picture together. To really help you optimise your time, your PA may well want to ask:
- What are your goals?
- What are your priorities?
- How do your priorities change?
- What do you want to accomplish this year?
4-Clarity is key to a good relationship
If you want to become more productive with the help of your PA, ensure you agree on your PA’s responsibilities. PAs are great for handling administrative tasks, but some employers may not expect to delegate any of their non-essential tasks. If you’ve chosen wisely, these will be taken from you and taken care of. You should also make it clear if you expect your PA’s responsibilities to cross over into managing your personal as well as your professional life.
5-It’s a two-way street: work with your PA to help maximise your own productivity
The good employer’s checklist:
- Streamline your time. Break down what you need to do into daily, weekly and monthly tasks, with your PA’s help.
- Prioritise your tasks. Put the ones that are most important on top of your list. Some people are tempted to get involved in every decision and every problem, but this will only slow you down and take up too much time.
- Don’t be afraid to delegate tasks and responsibilities.
- Share your workflow so your PA knows who is responsible for what.
- Give them a list of tasks you want done without your input.
- Give them the authority to make autonomous decisions, yet work with you when necessary to get the best results.
- Be open to their input – even when it comes to strategic decisions. A good PA will have a 360degree view of your business.
6-Inspiration isn’t all perspiration
I don’t know about you but a lot of my best ideas come to me when I’m not at my desk. With careful selection and a little bit of luck, you can find a PA who will free you up not just to do your day job but also to help you get in touch with your creative side. When you’re driving in your car, walking the dog, on your way to a meeting or simply clearing your inbox, don’t get bogged down with the detail. Delegate these ideas. Your PA can research any idea you have or any inspirational thought you want to explore. Who knows what that might mean for you, and your business?
You’ve come to the right place
At Bizzie, I offer PA and concierge services to busy, discriminating people. I can release some of the pressure of the day to day, take away the tasks which impact your time, and give you back the headspace and creativity to re-focus on growing your business. Please give me a call at your convenience. I make a mean cup of coffee…
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