How do you read bossie's mind?

[dwreath]

Hey everyone... just wanted to get some thoughts on how some of you handle things.  I'm a numbers person... never was one that could read peoples mind.  I was hired here 2 years ago to clean up the books and straighten them out.  (major mess.... they changed accounting systems mid-month, mid-quarter.   The book-keeper left after a month not liking the system and not knowing how to use it.  Fast-forward 5 months later, I'm hired and nobody has touched the system since except to enter invoices.  Everything else was just being tracked on paper).  A few months later the office manager left too and I ended up becoming the office goddess (to use somebody's else's term from on here).

I've done pretty good with this role being the IT department, HR, Accountant, to name a few and of course... the ONLY one here who seems to know how to clear a paper jam.  The company is now organized... things are running smoothly, turn-over is extrememly low... I'm in the process of documenting all procedures... etc.

There is one area though that I have some trouble with.  I have also become the owners right hand.   I would love to be able to handle more for him since he is one of those that is here 7 days a week and makes sure the actual business is running smoothly (as opposed to me making sure the office runs smoothly).  There are things he doesn't have the time to deal with but always has for the lack of anyone available.  

I now receive all soliciation calls and donation calls.... and make a lot of decisions now.  My boss is very picky though and I never know what I should put through to him or not.  Just this morning I got a call from the salvation army.  I know thats a worthy cause... and since I don't know if he'd want to donate or not I ended up putting it through to him, which is what I'm trying not to do.  How do you guys decide what to handle on your own and what to trouble your boss with?  As soon as i think I've figured him out, he does something that I wouldn't have expected.  How do I know what is appropriate for me to decide and what isn't??

I'm sorry this is sooooo long... but being his assistant is a little unfamiliar to me.

thanks
D

[spitfire78]

It sounds like you get along pretty well with your boss.  Why don't you ask him for a brief meeting.  Explain the difficulty you're having.  Let him know that your main goal is to assist him and to protect his time from unimportant matters.  Perhaps the two of you together can draw up a game plan.  That way you'll have a guideline to follow when you receive these calls.  And he'll be spared answering calls that he feels are unimportant but you thought may be.  Alternatively, you could take down all the information on these organizations, get a name and phone number for a return call.  On Friday, say, you could sit down with boss for a few minutes, produce your list of organizations that have called that week.  Together you can decide which ones are worthwhile.

[dwreath]

One more thing.... How much do you guys keep bossie informed?  When I first started I was telling him everytime I needed things like a service call on a copier or fax... I guess I kinda was thinking I needed permission to do that.  Now I know he doesn't need to know.  But I always question what I should be telling him.  Do I tell him about employee conflicts and stuff?  Even minor ones?  Part of me wants him to know I am handling these situations otherwise I feel my role here goes un-noticed sometimes.  He has no idea how much time I spend putting out fires here when it comes to the computers and equipment etc.  But at the same time, I know he has more important stuff to handle.

How do you admin's figure this stuff out?  

[msmarieh]

 I have kept my boss informed in different ways over the years. With my last boss we had a "star" list, which he would keep updated over the phone. It would detail the six star action items (MUST be done today), five star (could be done today or tomorrow), four (some time this week), three (this month), two (this year) and one (who cares if they ever get done). I would also include upcoming appointments for that week (including travel arrangements, directions, etc.). Plus I would list how his stock portfolio was doing. I would keep this list on my computer and then send it to his text pager at the end of each day.

My current boss is a lot less complex. I just meet with him for about five minutes each morning to go over tasks he has assigned to me, projects I want to update him on, his upcoming schedule, etc. Allows us to confirm that our priorities match and lets me keep him in the loop on what is happening.

I do let my boss know about things going on in the office. I consider myself to be his eyes and ears. I don't reveal confidential things, but I do tell him if someone appears particularly stressed or if there is a problem developing. My criteria is that if it won't have an impact on the person's work or on my boss later, I don't mention it. If however it is likely to explode, I don't want my boss to be caught by surprise.

Marie

[superninjaadmin]

Hi Dwreath,

Communication is the key.  And with that said, I think it's best that you meet with your boss on a regular basis (daily for a few minutes, if possible - weekly for an hour definitely) to keep him apprised of issues - on a higher level.  I don't think you need to get into little details too much, as long as he knows what you're working on and how you're handling them, what roadblocks you've come up on and solutions you've thought of to fix, etc.  

Hmm... it seems to me like your job description needs to be rewritten to reflect your many "office goddess" duties, and with that, a healthy discussion with bossie on a promotion and raise to reflect your new responsibilities.  

To keep bossie apprised of all that you do that is un-noticed, you could keep an aciton list (brief bullet items) of things that have happend and what you've accomplished that week, and approximate (percentage) time you spent on it - just to give him a track record of what you do.  There are daily things you should take authority over that bossies shouldn't have to mess with, or spend his time muddling over.  What's the old saying??  "It's sometimes best to beg for forgiveness than ask for permission."  

If you have some rough guidelines of responsibility delegated to you, it's best to stick your neck out, and just take charge of those things that you know you can handle... and just handle them yourself without involving bossie.  Then, during your regular daily and/or weekly meeting with bossie, let him know what you handled.  You both will work out the finer details of authority going through this method, I think.  

Telling bossie about employee conflicts?  Hmm... well, if it's not your business then I wouldn't get involved.  Let those people hash it out.  If it rises to a level that is beyond their control, then your boss needs to step in and work out the wrinkles.  As long as it isn't impacting business or you getting your job done, let it be.  

Sometimes, you've just gotta do what the Nike commerical says "Just do it."  

Best wishes!  :-)

SNA in AK

[dwreath]

Thank you for your responses.  I think I will check with bossie about a weekly meeting or something.  I like the idea of letting him know what all happened during the week to keep him up to date on how things are running.  I also never thought to take down phone numbers and telling ppl I will call them back and then check with the boss.

A side note... I thought I would let you guys know how I started handleling the employee issues this week.  I've started asking the person telling me the story (gossip, conflict, etc.)... "Are you telling me this so I can have a good laugh or are you telling me this so I make sure the right people know about it"  type of response.  So far its working out pretty good.  A lot of people do view me as the go between  with the higher-ups and some just like to keep me in the loop.

I will also be having a review in early august... so this all might be perfect timing.  I am anxious to find out what he will say because I have taken on ALOT more areas since last year.  We get audited once every 6 years or so by our underwriter since we deal with a lot of Trust and Escrow Accounts and I was so happy that we got the highest grade the district manager has ever seen in this state.  As the President, VP, the district manager of the underwriter and myself sat in a meeting going over the audit results he specifically told my boss... in front of everyone that it was all because of me.   I did the polite thing and am not holding it over the owners head, but I sure hope he remembers at review time.  =)

Would still love to hear more ideas on reading the bossie's mind.

Thanks,
D

[chevygirl55]

It sounds to me like you have made the most important first step.  The two of you get along well.  Having done this job for almost 20 years, for several different bosses, I will telll you that it is not an instant happening and that you will do it better with some than others. Most of all, get to know his pet projects and community interests.  Is he actively involved with the Salvation Army?  My boss is on the advisory board.  What does that mean?  Means whenever the local office calls needing a something, I jump to handle it.  What are the local organizations that he has always supported?  For instance, our company always sponsors the Community Service tent at the County Fair.   When they call and ask if we will do it again this year for $1000, I can tell them yes.  Know the people he is involved with.  Mr. X, who is the Owner of one of our best customers calls for a jail-&-bail donation, sure we can give you $25 "bail money".  See what I am saying.  

It all comes with time and patience on both sides.

Sounds to me like you have already done a heck of a job and that the boss knows that and appreciates it.  The rest will come.

chevygirl55

[countrigal]

There's not much I can add to the great tips and tricks of the trade that everyone else has put.  Definitely communicate with bossie, and don't be afraid to ask to handle specific tasks.  That's how I've promoted myself.  I saw my supervisor getting snowed under and asked to take over a specific project that I knew I could do (and would also challenge me and offered professional growth) so that she would have more time to handle the issues and projects that I couldn't take over.

On the employees issue...  Again talk to bossie.  Maybe he doesn't want you "in betwen", maybe he does.  Get your guidance from him.  If you do act as his eyes and ears for the office/company, then only worry with making him aware of anything that will affect the company or could get back to him in some way (and that his not seeming to know about could make him look bad).  I generally would step into bossie's office when he had a slow moment or after work, and tell him that "FYI, just in case, X and Y were at it again.  Be prepared for X to show up in your office demanding....".  If it is something that has potential to blow up right away, then I'd get a hold of him ASAP to tell him.  Most of it is common sense.  If you were in his shoes, what would you need to know?

Of course, there is always the faithful crystal ball....  Winkie, aren't you on the committee supplying those to all of our new admins?

CountriGal
Deskdemon Editorial Board Member

[dwreath]

ooooohhhh..... I would love a Crystal Ball.  Thats exactly what I need.  Can I please order one???  hehehe

Otherwise I will just settle for my Magic 8 ball.  

D

[etietjen]

A friend of mine through mental telepathy tells them "Psychic Friends gets $3.99 a minute, I do not" (with a smile on her face).

That gives me a giggle when I was supposed to know/do things but wasn't told.