You're overwhelmed with time-sensitive administrative tasks. How do you maintain focus and productivity?

When I had to cover the responsibilities of an Administrative Assistant, Admin Officer, and Warehouse Officer after a project closeout, I used the Eisenhower Matrix to prioritize tasks. For instance, processing payment requests and ensuring timely delivery of supplies were urgent and important, while organizing digital files was important but not urgent. I listed out my tasks in order of priority. For instance, I started my day by addressing immediate facility maintenance issues and payment processing, then moved on to inventory management and warehouse issue-out.

As Operations Manager for a regional mall, I adeptly handled urgent tasks, providing excellent follow-through. Solutions to pressing issues were always a top priority, followed by organizing weekly and monthly responsibilities based on their importance and impact on my team. In my current role in Sales Operations, I focus on assisting my team in closing sales and addressing pressing issues on a daily basis. My critical thinking and organizational skills were crucial in supporting the team, whether in backend sales operations or management operations, and these tasks were handled daily.

There are always going to be lots of tasks to do in an administrative role and learning to prioritize what needs to be done is key. To get the most out of the time you have, take a step back and have a visual somewhere of all of the tasks needing to be done, when they need to be done, how much time it takes to do each, and note the possibility that you are able to delegate to someone else who may be more efficient in that task, if possible. Checking in to this list and adding items that come up will help you more efficiently get done what needs to be done and manage stress.

Urgent and Important: Start with tasks that are both urgent and important. These are your top priorities. Important but Not Urgent: Schedule these tasks for later, focusing on what’s important in the long term. Urgent but Not Important: Delegate these tasks if possible. If you must do them, minimize the time spent. Not Urgent and Not Important: These tasks can often be eliminated or postponed.

I allocated specific time blocks for different categories of tasks. Mornings were dedicated to high-priority tasks like payment processing and logistics coordination, while afternoons were reserved for less urgent tasks such as administrative paperwork and facility management.

La délégation est essentielle lorsque vous êtes débordé. Évaluez vos tâches et identifiez celles qui peuvent être confiées à d'autres afin d'alléger votre charge et de responsabiliser vos équipes. Soyez clair sur les attentes et les délais, et faites confiance aux capacités de votre équipe. Identifiez les forces de chaque membre pour attribuer les tâches de manière ciblée, et maintenez un canal de communication ouvert. Déléguer vous permet de libérer du temps pour des tâches qui nécessitent votre expertise.

Working 100% remotely means a company has to have lucrative and lasting software management to share files, calendars, and pipeline management. Using SharePoint as a hub for a document repository makes it easy to share files with all departments. Salesforce allows the sales, finance, and customer service departments to gather all the necessary data to complete or start the close of a sale. We are constantly adding to our files and opportunities everything we need to pass the sale to the delivery team as seamlessly as possible. My role is crucial in the success of these three hubs.

La gestion du stress est cruciale pour maintenir la concentration et la productivité. Intégrez des techniques de réduction du stress, comme des pauses courtes et des exercices de respiration, pour vous vider l'esprit. Reconnaissez les signes de stress et prenez des mesures proactives pour l'atténuer avant qu'il n'affecte votre travail. Planifiez des moments de relaxation, et donnez-vous la permission de prendre du recul si nécessaire, ce qui vous aidera à revenir à vos tâches avec une énergie et une concentration renouvelées.

Créez un environnement de travail propice en maintenant un espace propre et ordonné, et en limitant les distractions avec des écouteurs antibruit. Optimisez l'ergonomie de votre poste pour améliorer le confort et la concentration, favorisant ainsi une productivité accrue.