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Rules to being a better PA (aka Personal Assistant)

  1. Do you enter your boss' Timesheets daily?
  2. Do you make sure your boss is aware of his appointments for the following day
  3. Do you touch base during the day
  4. Sending emails on behalf of someone else
  5. Do you encourage your boss to book appointments through your PA?
  6. Better to booking flights

  1. Do you enter your bosses Timesheets daily?

    Follow Rules to Better Timesheets

  2. Do you make sure your boss is aware of his appointments for the following day

    At 5pm - print his calendar and test that your boss knows what he is doing the next day
    eg. "Hi Bill, Do you know what you have going on tomorrow"

    PS: At this time you should also ask "Do you have any time-critical emails that need doing".

  3. Do you touch base during the day

    Look at the boss' calendar, if you see a meeting at 3pm, call him at 12 noon and say something like "Do you have anything going on this afternoon?"

    If he knows he has a meeting at 3pm say "How many hours away is that?", "How long will it take you to get there?"

  4. Sending emails on behalf of someone else

    Sending Emails on behalf of someone else
    You may sometimes send an email on behalf of someone else. If you do, ensure that you BCC the person you are sending it on behalf of and add [] in the subject field (at the end) so that such emails can be identified.

  5. Do you encourage your boss to book appointments through your PA?

    The boss needs to know that if he takes a call from someone (wanting work done), he should know he has two options to offer the caller:
    * send a 'Outlook Calendar Appointment', or
    * call his PA and have him/her double check that they are free, and then send an 'Outlook Calendar Appointment'

    Note: If the appointment is for the same day, the person needs to use option #2, otherwise the PA will not be aware of the change.

  6. Better to booking flights

    Follow Rules to Better Flights

Acknowledgements

Adam Cogan


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