Management at work is generally considered a one way street. But bosses need managing too, especially by their PA. ‘Today’s organisations are all about team working,’ says David Deegan, consultant at Oliver Wyman Leadership Development. ‘They are also increasingly complex and this requires interdependence – the boss and the PA form a partnership.’
What's in it for me?
The pros of organising your boss are simple, says Deegan – a productive relationship where you agree joint priorities and are aware of each other’s expectations. ‘At first, it may feel alien to a boss to have an employee take the lead in discussing how to develop their working relationship. Your boss may not be initially open to your ideas and suggestions and you may need to work hard to change the nature of your relationship. But persevere – the results are worth it.’
Nigel Gordon-Johnson, senior manager at Crone Corkill, believes that speaking the same language as your boss is a must. To do this, you’ll need to understand their working style and things that matter most.
Start examining the priority level of every project you are assigned, together with the expectations of your boss that frequently occur. Also get to know what kind of problems they like dealing with and which they are happy to leave to you.
Align your objectives with company goals
Get to know the boss’ boss, advises Gordon-Johnson. ‘It means you can gain some understanding of what’s expected of them, what motivates them and what puts them under pressure. Additionally, take time to find out what your boss’ objectives are – and how they fit into the company’s overall strategy. That way, even if the boss is a difficult character, you’ll have the opportunity to present ideas that make them look good.’
Be assertive
There’s no doubt that organising your boss requires a degree of assertiveness. If they frequently interrupt you on the phone, for instance, you need to get into the habit of saying politely but firmly: ‘I’m really busy right now on those critical assignments you set me. But I’m happy to come and see you as soon as I’m finished.’ Help avoid this situation by telling the boss that you’ll be working on the report he or she asked you to do until lunchtime and you really need to be undisturbed. You could end your request by asking if there is anything they need you to do first.
Proactively organising your boss in the longer term should also be done in an assertive but fair manner. For example, if you feel you need training in a particular area or you need to work more flexible hours, be clear, realistic and always let them know what is in it for them.
Don't be too forceful
‘You don’t want a reputation for being unpleasantly pushy,’ points out Patrick Forsyth, author of the Managing Upwards Pocketbook. Remember that senior people are still senior. ‘You need to cultivate friendly relationships, while maintaining an appropriate degree of respect and distance.’
Staying in control becomes particularly critical if your boss has unreasonable or unrealistic expectations. ‘Often PAs feel obliged to always say “yes” to the boss’ demands even though they know that meeting a deadline may mean working late, or not producing high quality work, or both,’ says Deegan.
But by taking control of the situation, you can discuss the issue – perhaps through a meeting – explaining that this is a shared problem for which you can create a shared solution. In this case, you can explain that you need time to achieve quality results.
Meanwhile, a top tip to put you in control of ending each session with your boss is to get into the habit of meeting them in their office, rather than yours.
Get and give feedback
Many PAs – and their bosses – now take part in a feedback process, where a range of colleagues are asked to provide feedback on the individual being appraised. Take advantage of it – it provides a great forum for identifying strengths and weaknesses in you and your boss.
If it’s not on offer in your organisation, you may be able to use whatever performance review process is in place to give and receive feedback from your boss. Or you can always ask to discuss ways in which you both feel the other can help improve your working relationship.
Top Tips
- Keep informed on what’s happening across the company and how it might affect your boss, using the intranet and annual reports to boost your knowledge.
- Never lose sight of your employer’s priorities – for example, if they have strong relationships with particular clients that need maintaining, you may have to ensure that meetings with those people are prioritised and that almost everything else is juggled around when necessary.
- A difficult boss is sometimes the reality for a PA and the best way of managing them is by being patient, firm and having a clear understanding of his or her needs and the pressures they are under. This will allow you to deal with a problem before it even comes to light.
Charlotte Hoare, business manager of Hays Secretarial
Do’s…
- Be positive. If you think there is something your boss should do, highlight the benefits this will bring to them and the positive impact it could have on people your boss interacts with, such as colleagues and clients. Take an upbeat approach and use positive language.
- Be prepared. Think about what you want to say before you say it. Consider how you might handle any objections.
- Be clear. Communicate as succinctly as you can.
- Be confident. Equip yourself with the knowledge you need to ensure you can talk about what you want to with conviction.
and Don’ts
- Fail to tell your boss something they might not want to hear. It can be difficult, but avoiding issues can cause resentment and misunderstanding. Talking openly and honestly will improve your working relationship.
- Lose your focus. Know what you want to accomplish and concentrate on achieving your desired outcome.
- Let things get personal. Be business-like, focusing on how improvements in the way you work together will impact on the organisation’s bottom line.
- Lose sight of the organisation’s key areas of focus. The more you understand your business, the more you can interact meaningfully with your boss.
David Deegan, consultant at Oliver Wyman Leadership Development Again