We are pleased to present this guest blog by Brenda Randell, Executive Assistant at Michigan Technological University.
Are you running from meeting to meeting, feeling overwhelmed and un-prepared? Theresa Coleman-Kaiser, Senior Associate Vice President for Administration, has been there and has since implemented a system to help overcome those obstacles. The system continues to improve, but I would like to share how we currently manage events in order to keep her feeling calm and prepared throughout the day.
The system depends heavily on the Google Calendar, Brenda, and Theresa herself. It also depends on the folders and our filing system that we have in place. Most value-adding elements that Theresa needs to do is scheduled on her calendar, leaving 3:00 – 5:00 p.m. “available” for emails and follow-up from the day’s meetings. Things often come up throughout the day and she uses this time to catch-up.
Theresa’s calendar is very detailed, with standards set. There is a standard 30-minute prep for every meeting, which is scheduled two days in advance (allowing for the possibility of needing to reschedule that time.) If Theresa gets ahead of schedule, she moves on to the next item. Travel-time is booked on the calendar as well. Color-coding occurs, but is done very cautiously because colors start to become meaningless when you use too many. Theresa uses four different colors, with red signaling “do not schedule”. Work-time is scheduled on the calendar with each block including additional details such as date of request, the number and the number of occurrences (i.e. 1 of 1), amount of time specified, and the due date. I am starting to include this with Theresa’s meetings that she requests, and I find it to be especially helpful for me if I need to reschedule that particular meeting.
Theresa is responsible for informing me what is needed and everything she needs is noted and put into my box. She is also in tune with the system so if I am not here, she is able to continue working through her day(s) without difficulty.
Folders used throughout the day are filed according to a previously developed standard. That standard color-codes sections (departments). For example: Human Resource-related items are placed in a green folder. Each folder has a standard label with the font, size, and information. The example below shows the folder title as “compensation strategy task force” and the sub-title explains the location of the file. Filed under “employment” in “Human Resources”. Having this standard makes it easy to file as well as find the file.
Theresa’s work flow circulates. I easily pull the folder that relates to the calendar item and set it up in a parallel sequence to her calendar. Theresa pulls the folder and takes care of the calendar item. She then writes notes of additional requests for that particular calendar item and puts the folder into my box. I then take the folders out of my box multiple times per day and do one, or multiple, of the following tasks: complete/finalize agenda, email and print agendas/attachments, schedule work time, schedule meeting, file the folder, and/or place folder in the pile for the next day that it will be needed.
What tips can you share to add flow to your work day?
Sample label – this particular label would be placed on a green file folder.
COMPENSATION STRATEGY TASK FORCE
(Human Resources – Employment)