Question: “I recently took a job where I supervise three administrative assistants. These employees have been working here for many years. They are all good workers, but each one has a different way of working; one goes above and beyond, one is very organized, and the other one does just what is needed. I work directly on a daily basis with the one admin who goes above and beyond. I don’t have daily contact with the other two admins because they are in different parts of the building. How do I supervise the other two and complete their performance evaluations? I have set up meetings with them to discuss their daily routines, and I plan on setting up a monthly meeting with them. What else can I do?” — Linda
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{ 14 comments… read them below or add one }
This unfortunately, sounds like micro-management and would make me feel as if my boss didn’t think I could handle my job. but I do agree with some face2face on the fly, always makes me feel appreciated.
Thanks to all of you that responded to my question! Lots of good information and tips which I will be putting into use! Thanks again.
Linda H. & Barb have great suggestions regarding the weekly work plan outline. I work directly for the President of our company and each Friday, every one of his direct reports (me included) submit a Weekly Status Report that outlines the items that we are working on this week. He requires three sections: Accomplishments, Issues/Challenges (along with proposed solutions), and Goals for the upcoming week. I keep this email in my ‘DRAFT’ section of Outlook. Each Friday after I send it to my supervisor, I start a new one, highlighting the items I need to accomplish the following week. On Monday morning, I open up the document and it refreshes my memory on what items I will need to work on that week. I work in this document throughout the week and it really helps to keep me on task, and my manager knows everything I’m working on. My manager and I find this tool extremely valuable. Hopefully, something like this will keep your direct reports on task, and enable you to monitor their work, without appearing micro-managing.
I also believe that taking time to stop by their offices during the week is a great idea as others have suggested. I will open up the lines of communications and keep things running smoothly for your team. Best of luck to you!
I would require that each admin cc me on all correspondence and assignments. That way I will at least have some ongoing idea of the quantity and quality of the projects being completed daily. This will give you an increased amount of information for evaluation; and also minimize the meeting duration, because you won’t have to be filled in on as much information.
When I changed manager’s, I was asked to submit a weekly work plan outline on Friday’s for the next week’s projected workload, and then at the end of the week, I sent a list of exactly what the status was on those projects. It helped keep him up to speed, informed of my workloads, and just how much I had accomplished.
Seeing how hard I was working and how independent I was able to be landed me a promotion and a $500 a month raise, I now work 30 miles from my home office and am the ONLY one of my 9 person staff who has that responsibility. I DON”T work electronically from home, though, I have an office that is closer to the heart of what my job entails. I’m more in the thick of things and have re-built relationships with partnering agencies that had been seriously damaged by a co-worker’s childish behavior with them in the past.
I am not a supervisor but I would like it if my manager stayed in contact in a general way. Come by every so often and ask how things are going, do they need anything in the way of support, are they having any issues that need to be addressed; that type of contact. Formal meetings are great but I think just dropping in and making sure all is going well is very important and that way, if there are issues or concerns, they aren’t put off too long and the two assistants aren’t “forgotten about” so to speak. Issues tend to “snowball” if let go too long. It also helps them feel more a part of the team. Good luck!
I supervise 5 admins who are all in another building. On a regular basis I walk over to their offices and sit for about 5 minutes to discuss anything/everything with each one. We have group meetings about office/company procedures on a regular basis. We also make a point to celebrate birthdays and other special events together. When it comes time to do their evaluations I ask for input from the individuals whose work they do and have found I am generally of the same mind about the admins quality of work as those individuals. I am fortunate as these ladies are mature, responsible, and very good at their jobs! Best advice – make a point to keep in touch.
Managertools.com has a “basics” podcast section that you can download for free. They cover all the information you will need. You will learn a tremendous amount from the podcasts.
I would get to know the people they are working for-who do they interact with regularly/non-regularly and let them know that you are the person to talk to if they have any concerns or want to compliment the admin for her work. That way you won’t just get what the admin is saying, you’ll also see how well she is interacting and what her co-workers are seeing.
The company I used to work for had the people I supported to “Peer Reviews.” We found it very helpful for those that worked with multiple departments, areas and bosses. It helped my manager evalute not only how much I helped him, but how much I helped others.
Ask for a weekly plan – e-mail is great way of communiction.
Make it a plan on your part to drop by and see them for a few minuters each week – if you don’t let them you know your are coming you can observer and then see if they are following their plan – also since they are in a different part of the building gives you a chance to walk and exercise a bit.
Communication is a very importatnt part of supervision – is there things you are aware of that needs to be communicated to them. Maybe a daily e-mail “check” something to how is it going today – any problems – I received this information you might need in doing your duties – find a reason to open the communication door.
I think a bi-weekly meeting to get an update on what they are working on just so you know if any of them have extra time to help the other ect. As an admin, used to working independently and probably 75% of my work is task that are unexpected. A weekly meeting may be overkill and the last thing you want to do is micro-manage.
I have never been a supervisor, but I always appreciated the supervisor who would make an attempt to come over and say “hi” every now and then. It made me feel like he/she was there for me, and that if I needed to or wanted to, I could talk with him/her about anything. Sometimes the best one-on-ones are those that are done on the fly. I would continue to set up weekly meetings; these impromptu one-on-ones just added a little extra flavor that I alway appreciated.
I would have a weekly meeting with each individual, mainly to go over what they have for the coming week. I would do a monthly team meeting with all of them together to coordinate the coming month. Check out Managertools.com for suggestions on one-on-ones. These are the weekly meetings and how to do them. I’ve found their tipos to be very helpful.