I love lists. Every successful admin I know works with lists. They may use Outlook tasks or a composition notebook or their PDA, but they all use one.
The goal is to not drop the ball, miss the one little detail that is oh, so important. Recall the character in Devil Wears Prada… the admin always has a notebook in hand.
I recently switched up to a 180 page/college ruled/spiral notebook to keep track of my assignments at the temporary position I’m working. I’m covering quite a bit of ground…and it feels fantastic to check/cross/highlight items as they are completed.
Once or twice a week though, I email my supervisor with a task update- it’s separated into these sections:
- Completed- including completion dates
- In process- tasks that are still being worked on..and what is keeping it from being done
- Need additional information- either I need additional info from my supervisor or it requires direction on next steps
- Long term- what big tasks do I see coming up in the next 2-4 weeks.
This has been a very successful tool for me and allows my supervisor to add items, re-prioritize items or acknowledge all that’s been accomplished.