The quality of employees you hire for your administrative jobs in New Mexico is highly influential in the overall productivity of your workplace. Ensure your administrative professionals are fulfilling their potential by providing guidance and resources to help them perform their roles most effectively. Enhance your office efficiency with these best practices for administrative professionals:
Anticipate and Plan
Top performers in administrative roles tend to be those who are rarely in a reactive state and always seem one step ahead of circumstances. Work with your administrative professionals to anticipate and plan for likely scenarios, and expect the unexpected. This requires discussions to help them understand your priorities overall and keep them informed regarding upcoming events, deadlines, or other relevant updates.
Categorization Framework
Administrative professionals are juggling many tasks and demands of their time at once, and the ability to prioritize effectively is the key difference between being busy versus actually productive. Encourage your administrative professionals to utilize a categorization framework to streamline their decision-making quickly when receiving requests and planning their days.
A commonly used framework is the Eisenhower Matrix, which categorizes tasks based on level of importance and urgency. Tasks that are both urgent and important are obviously first and should be handled immediately, while not urgent but important would be put onto the schedule but don’t require dropping everything to handle. Urgent but not important tasks fit in after the top priority ones, while not urgent and not important, could either be removed totally or saved for time.
Daily Planning
It’s critical that administrative professionals are intentional with how their workdays are structured to maximize their output and maintain their stamina. A best practice for administrative roles is to be strategic with their daily planning by writing a To-do list and then scheduling time blocks to work on similar tasks at once to reduce cognitive load. Batching similar tasks (such as responding to emails or data entry) in one time period instead of skipping around prevents the brain from having to refocus every time the task type is switched, which improves focus and accuracy.
Note-Taking System
Mistakes and wasted time are often due to not having adequate notes recorded. A note-taking system is essential for maintaining accurate and important information but is actually more complex than it appears. Collaborate with your administrative professionals to develop an official note-taking system to ensure everyone is on the same page as to the types of information that should be recorded at meetings, as well as preferences for how they should be keeping information communicated to them by you or other influential people, such as a digital tool.
Attract Top Talent in New Mexico
Streamline your hiring process by partnering with The Hire Firm for your recruitment needs. The Hire Firm is a leading New Mexico area job placement agency serving employers across industries. Contact us today to learn more about our employer services or easily request an employee.