|| Print ||
|Friday, August 23, 2013|
BY TOM COX | BUSINESS TIPS CONTRIBUTOR
CEO Kathy had just decided to hire a virtual assistant, Sissy. (I’m coaching Kathy.)
“I’m trying to get ready for my first meeting with her, and I’ve got so much she could help me with,” Kathy said.
“What does ‘so much’ mean?” I ask.
“Well, lots of administrative stuff,” Kathy said, her voice becoming uncertain.
“Can you give me three examples?” I ask.
Kathy is about to re-create the train wreck I had when I hired my first virtual assistant in 2008.
You can’t delegate things that are vague. And boy was I vague.
Thousands of dollars later, I had spent more time haggling with the oversees “virtual assistant” firm than it would have taken me to do the work myself. Their attempts to set appointments for me alienated my prospects. The spreadsheets they sent me were impossible to read. And I felt … lost … as I tried to describe what I needed.
Jump forward to a slightly smarter me.
“Kathy, here’s what you might try,” I say.
First: Use your assistant as an attentive listener.
It’s very common to want to hire an assistant when your head is swimming with too much work. However, even a psychic assistant who can “read minds and see around corners” can’t help you yet — because your head is swirling too much.
Here’s how to move rapidly to clarity.
First, tell your assistant to take notes and ask questions, and then start dumping out what’s in your head. (Use a digital audio recorder if you talk faster than he types.) No organizing (yet), no ordering or prioritizing. Just dump:
Now go through your calendar and look for more dangling issues. Appointments from last week that remind you of something you need to do. Anything. Everything. Just keep talking out loud. (Don’t be afraid to let silence stretch as you look for things.)
Now go through your executive notebook and look for more dangling issues and unfinished business. Keep talking out loud.
Now start at the left edge of your desk and look at each object (piece of paper, business card, whatever) you encounter. Does it involve an unfinished task? Say it out loud. Work your way from left to right across the work surface. Keep going until you run out of objects.
For a stack of 18 business cards you collected at a trade show, put a rubber band around them and treat them as one thing (for now). Don’t go crazy deep.
Second: Use your assistant as a typist, transcriptionist, and thinker.
Now, take a break and work on something, while your assistant types these up — in a spreadsheet — as a list of items to be resolved.
At first the spreadsheet will only have one column:
Now, ask your assistant to add these columns:
To help your assistant grow, ask him to make a guess on each item for Priority and Topic Area. The idea is not that he’ll guess right on everything, but rather to get him to make some guesses at what your priorities are. Long term, you need your assistant to know your priorities — so this is your first step at educating him.
Plus, his guesses will tell you a lot about his thinking style — and what impressions you give people about priorities.
Now walk through the list with him. If you’re highly social, do it interactively on a big computer screen, you talking and him typing. If you’re solitary, print the list and mark it up with a pen. If you’re more verbal and don’t process written words well, have him read each item aloud. In any case, take time to share your thinking about priorities and topic areas.
Take time to fill out each column.
Assistant: “This item just says ‘Mom.’”
You: “Ah, right, I’m taking my Mom out for her birthday. It’s next Thursday.”
A: “My guess is, Priority 5? And Area is ‘Personal’?”
Y: “Yes and yes.”
A: “Immediate next step – make a reservation?”
Y: “No… I want to scan a list of Ethiopian restaurants and pick one we haven’t been to before. Can you do that?”
A: (Good naturedly): “Of course. I’ll have the list to you by 5 PM tomorrow. Email OK?”
Y: “Yes. Context for the Next Step for this item is ‘Computer.’ So we’re done with this item. What’s next?”
The Importance of Context
Every To-Do list should have a ‘Context’ for the task (hat tip: David Allen) — this is the tool you will be using, or the place you need to be, or the person you need to be with, in order to do the task. Contexts are things like ‘Phone’ and ‘Computer’ and ‘Desk’ and ‘Assistant.’
It’s very powerful to sort your to-do list by Context, figure out your current context, and knock out half a dozen tasks quickly. It’s much easier to make 6 phone calls in a row than to jump between phone calls, emails, letter writing, and filing.
Congratulations. You and your new virtual assistant are now on the road to an excellent working relationship.
Tom Cox is a Beaverton consultant, author and speaker. He coaches CEOs on how to boost performance by building workplace trust.
Monday, January 26, 2015
BY AMY MILSHTEIN
Thinking about starting an internship program? Be careful. Navigating unpaid internships can be tricky.
Thursday, December 11, 2014
BY OREGON BUSINESS STAFF
An SEC rule targets the disparity between executive and employee compensation, reigniting a long-standing debate about corporate social responsibility.
Friday, December 12, 2014
BY LINDA BAKER
A conversation with Oregon state economist Josh Lehner.
Thursday, December 18, 2014
BY MEGHAN NOLT
VIDEO: Under the radar — complete with a soda counter, the traditional Paulsen's Pharmacy looks to compete with big box retailers.
Monday, January 26, 2015
BY JACOB PALMER
Fittingly, Light at Play — a business whose sole purpose is to create mesmerizing ambience — was conceived at Burning Man.
Thursday, December 11, 2014
By MEGHAN NOLT
VIDEO: Revamping a Classic — an iconic eatery stays relevant in a changing marketplace.
Friday, January 02, 2015
BY JACOB PALMER | OB DIGITAL NEWS EDITOR
The University of Oregon football team looked unstoppable on the field Jan. 1 — and the university is reaping the benefits of the new postseason format.
Real Time - Oregon Business
Tweets by @OregonBusiness
|Legislative Preview: A Shifting Balance|
|Tackling the CEO-worker pay gap|
|Corner Office: Pam Edstrom|
|Justice for All|
|Corner Office: Timothy Mitchell|
|Corner Office: Sheree Arntson|
|Radical party's election win in Greece creates shockwaves|
|Flights canceled en masse as east coast preps for blizzard|
|West Coast port talks resume after rallies|
|Consumers pine for better battery life|
|Gates Foundation aims to gradually improve world for the poor|
|European Central Bank announces stimulus measures|
|Netflix reports strong fourth quarter|
Is your business ready to join us in the call for action? This opening panel includes Oregon businesses who will discuss why they signed the Oregon Climate Declaration, the investments they are making to reduce carbon emissions, and how their actions are affecting their companies.
Get ready for two days of special events produced with the EPA, Portland Timbers and ISOS before and after the GoGreen Conference on October 16.
How sports tourism is driving economic growth and making cities across Oregon a better place to live.
Port of Morrow's business-ready attitude has a surprising global impact.
Through its support of the arts, the Cultural Trust is strengthening the business community.
If you have given a former employee access to your company’s electronic information by virtue of assigning a desktop or laptop computer and you suspect he or she of having taken electronically stored data, there are several steps to follow to preserve electronic forensic evidence from spoliation.
The official launch will be Jan. 14.
In a switch on the traditional trade show, representatives from UO departments and local and state agencies will host tables to connect with businesses and vendors. The fourth Reverse Vendor Fair will take place Wednesday, Feb. 25, in Eugene.