How to become an assistant who will give the leader a schedule?
Editor’s note: This article is from the WeChat public account “Uncle Autumn Leaves” ( ID: qiuyedashu), author Uncle Akiba.
I believe many people know that they have to schedule, but how is the schedule reasonable? In fact, many people are not clear.
So I gave us a time camp assistant to teach a challenge. If you can now give me a secretary, how should she arrange my schedule?
This secretarial test is forcing you to think in terms of secretarial thinking, how to schedule others, and we hope that this schedule is finished. In addition to understanding how to make a complete schedule, you also understand how to schedule yourself.
We started to schedule ourselves. The biggest problem is that it is easy to be disturbed by the importance of the matter, which leads to the movement of our schedule, so we recommend that you try to think about it.
The following people see the process of our schedule, please think about it step by step, if it is you, how would you arrange the leadership schedule? Can this kind of arrangement be used in your own schedule?
My leader, Uncle Akiba, has a lot of things to respond every day, very busy. How busy is it? Show you the original arrangement of his previous day:
1, 4 lessons in the morning, 8:00 to 11:50
2, Weibo, friends circle daily update
3, reply to student group messages and various private chat messages
4. Talk to Microsoft about business cooperation
5. Write the latest version of the company introduction
6. In the afternoon, from 2:30 to 4:00, reception time management manager Ma Teng teacher
7. Talk to beautiful practitioners from about 4 to 6 in the afternoon
8, about 6:00 to 6:30 pm to open a working meeting with the company
9. At 7:00 pm, Hong Kong friends will have dinner together
10, call a French mother from 9:00 to 10:00 pm
Oh yes, Uncle Akiko has a lot of temporary incidents. For example, if you can edit this shared article, you have to add a few more items:
11, with the problem of the tree feedback article
12. Modify this shared article
13. At 10 o’clock in the evening, Uncle Akiba is temporarily helping the voice training camp to change the enrollment copy
Every day, not only do you have a relatively fixed work planned in advance, but also a temporary work that is scheduled, how can you do this day?How much?
One of my jobs is to try to help Uncle Akiba schedule.
I did this as follows.
Learn about the leadership’s work
The schedule of the schedule should try to balance the working habits of the leaders and strive to match the work schedule with his energy cycle.
It is understood that the uncle’s daily routine is like this, and it is more regular and healthy.
Note that this is not a schedule, it is a schedule. When the schedule is listed, you can clearly see how much time you can assign to your work in the day of Uncle Autumn, which is convenient to arrange.
Spread a little secret, Uncle Autumn’s lunch break is basically a scorpion, I have not seen him lunch break.
Assort the work list to the existing schedule
How do you assign this list of jobs to the form?
If you are the secretary of Uncle Akiba, how will you fill it out? Try it out~
Step 1, schedule rigid time into the agenda
Every time you have an appointment, a few meetings, a few receptions, and a few lectures. These times are usually fixed and you can walk by time.
After filling out, it was found that there was a gap in addition to the evening from 22:00-24:00, and other time periods were arranged.
In the original plan, there are still 4 work unscheduled. Should it be piled up in the evening time? Is it enough?
In addition, if there are some items that are temporarily added, which should be excluded?
Unscheduled items:
1, Weibo, friends circle daily update
2, reply to student group messages and various private chat messages
3. Talk to Microsoft about business cooperation
4. Write the latest version of the company introduction
5, with the problem of feedback to the article (temporary plus)
6. Modify this shared article (temporary plus)
7. At 10 o’clock in the evening, help the voice training camp to change the enrollment copy (temporary plus)
Step 2, anticipating non-rigid thingsApproximate time and insert into the reserved maneuver
Some things, the important urgency is higher, the difficulty is greater, and the time spent will be more, it is suitable to arrange the whole time to do.
For example, “Modify sharing articles” will be used tomorrow, and it must be changed today. It takes about 1 hour of the entire block, which is suitable for the time of the night.
The last uncle told me that he started to modify at 11:30 and changed to 12.
Some things, take up less time, can be completed in about half an hour, you can use the fragmentation time, or squeeze out a time to do.
For example, “Feedback of the article”, “Conference”, “Write a company introduction”, I am looking at the uncle who is finished with lunch + lunch break.
Some things, not doing it will not have a serious impact on the work, can be delayed, and it is also suitable to arrange the fragmentation time to do it, or even simply not.
For example, “Weibo, update of circle of friends”, “Reply group message”.
Step 3, take advantage of good fragmentation time
Time is not enough, then take advantage of the fragmentation time! For example:
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In the morning break, you can send Weibo, send friends, and reply to group messages
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When you have lunch at noon, you can call the tree and feed back the article.
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When you wait for a meal, you can call Microsoft to discuss business cooperation
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A lunch break after dinner, you can quickly write the company introduction, write and rest
After finishing the schedule, you will be filled with such a sense of accomplishment. Are you also in this row?
What to do if time is delayed
However, after helping the leaders to arrange their schedules, they found a new problem – how many people are looking for leaders, and what time is uncontrollable?
For example: the original appointment is 14:30-16:00 to receive guests, but late due to traffic jams, etc., talked about 16:20 is not over yet, let him drag it down?
This happens because the schedule is too full and there is no reserved time. Once there is an accident, the latter is all affected, and it is very painful to adjust.
The schedule should be reserved for the time limit. For example, if the reservation time for the guest is one and a half hours, then another 15 minutes will be set aside, and 14:30-16:15 will be used to receive the guests.
If the guest is delayed, I will be interrupted as a secretary, and euphemistically reminded: “Leader, I am sorry, you still have a meeting after 5 minutes, and now you have to end.”
If you don’t delay, it doesn’t matter if you have more than a few minutes of space. You can also go to the toilet, have a cup of tea, take a break, or prepare for the next job. It’s also good.
What to do if things are interrupted and disturbed
Help the leader arrange the schedule, sometimes encountering such a situation:
There are unexpected things, such as someone suddenly visiting, there is an urgent file to be processed immediately. But these are not in the plan, what should I do if there is no corresponding processing time?
In addition to leaving a gap between the work, you should also leave some free time, no space.
If you leave a gap time, you can squeeze things into it. For example, 8 hours a day, you can give 2 hours of space. Don’t be reluctant, don’t be afraid that time is not being used. It takes enough to take 2 hours a day. The other 6 hours are auxiliary. It is not so important to complete the workload.
After leaving the space, time is flexible, and no longer afraid that the plan will not catch up with the change:
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There are unexpected things, squeezing inside;
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The work is not good, things are not done, you can squeeze inside;
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Someone suddenly visits to see the time slot of the schedule and let the other party get some time.
If the day is really busy and you can’t leave a gap, follow the urgent importance of the matter and postpone it.
What should I do if I have more time?
Leadership is a super busy person, but there is a day of high efficiency, no interruptions of unexpected things, the work is done very smoothly, what happens when there is more than 2 hours of space?
——There is something to fill in
The schedule can be adjusted. Some long-term things, or tomorrow’s arrangements, can be done in advance, and you can breathe a sigh of relief tomorrow.
“Leader, if you are free now, do you have a few things to deal with first?”
I don’t worry about Uncle Akiba anyway. As long as there is a big time blank, he will definitely chat in the group. When he chats, he writes a tweet. This kind of thing has been seen many times, the whole IP. Camp friends know his routine!
Removing the process of “I am planning for the fall of Akiha” is a few steps like this:
[1]Understand the collarGuided work
[2] List the tasks in the plan
[3] put rigid time into the agenda
[4] Estimate the approximate time of non-rigid things
[5] Insert non-rigid things into reserved maneuvers
[6]Use good fragmentation time
This schedule is instructive for you. Will your own schedule be arranged? Let’s list your schedule for tomorrow.