Downtime Tasks for an Administrative Assistant

We don’t always have the time to do things that we want to. However, one piece of advice I found that works for me, is when I have downtime at work I find things for myself to do. I don’t sit idle!

How about I share some of the things I tend to find and create work for myself to do, to keep me busy and productive:

 

• Clean Up/Re-organize my Desk

I go through my whole desk. Clean out the inevitable paper files, move things around to make them more accessible, toss out old pens that don’t write, clean my keyboard, monitor, chair and phone (in my experience these always need cleaning), clean the dust from my keyboard tray. In other words, bring everything back up to a shine (or as close to it as you can) and make everything nice and organized.

 

• Review My Files

I go through and review my files. I start with my working files/follow up/or pending files. To make sure everything is current and appropriately labeled, also to make sure labels and files are in good condition and do not need to be replaced. Remove files that are no longer current to reference/history files. When completed, I do the same thing for my main files, moving older items to archives. You can create a reference chart when you’re looking for a file but can’t remember where you filed it (that’s saved a lot of time looking for it).

 

• Read Through My Contacts

Whether you keep them in hard copy in a Rolodex or electronically in a program like MS Outlook (that’s how I keep them), I periodically review my contacts and update the information. I’m not just talking about phone number and address, but also little details I learn over time like the assistant’s name and number (vital information), spouse and children’s names, likes and dislikes. Also, any negatives that you might need to know about next time they visit or call. These are the kinds of details that help build connections and relationships making people/clients feel appreciated.

 

• Review My Desk Reference/Procedures Manual

I go through my Desk Reference/ Procedures Manual and look for items that need updating or adding. Have you taken on an adjusted or new duty that has yet been documented? Have some of your duties changed over time? Take time to update your desk manual in case you move on to a new role the person coming in to replace you knows how things are done, also helps speed up the ramp up time and the time it takes training them. If you don’t have a Desk Reference Manual? Well, this is the perfect time to make one, isn’t it?

 

• Organize Office Supplies

It’s been my experience that it doesn’t matter how often you organize your office supplies they always need straightening again. I don’t know what it is, but when people get into the office supply cabinet, they are like little kids, just scattering things around. Straightening up the office supply cabinet is always good for a few minutes work when you’re at loose ends, and people do notice and appreciate when the supply cabinet is user-friendly.

 

 

• Set up Recurring Tasks

I go into MS Outlook and set up recurring tasks reminders for all my daily, weekly, monthly, and yearly duties. I use color coding and customs flags on items that are highly important for a follow up in the future. That way, when days are crazy, it’s easy to remember tasks that might otherwise slip my mind. I have reminders set up for everything from remembering to lock my cabinets before I leave, to big things like running year end reports. While I don’t need the reminders every day for everything, it’s nice to have them there on those days that I may forget.

 

• Review Office Equipment

If some of my office equipment is aging. Or if I need an upgrade to MS or does my printer need a new toner etc. Or If my Executive’s mobile phone is up for an upgrade. I spend some time looking at process/steps and alternatives so when I do need to replace some of our equipment I can do so quickly and easily.

 

• Redesign Reports

I take the opportunity especially with some regular reports that I look at and think it could be done better, but just never had the time. Nothing like the current free time to do so. I start re-designing some of those reports that have good information but are ugly to look at or the ones that have good information but could be concise. I like to keep a list of these little projects to have around for when things slow down. It gives me time for innovation and creativity.

 

• Enter Business Cards into Contacts

Usually my boss will have a huge stack of business cards that he is hoarding, I enter them into his Contacts list in Outlook. If you have a business card scanner, that makes it even easier.

 

• Brush Up on My Software Skills

The amount of software skills a good Administrative Assistant is expected to know is mind boggling. To put it simply I use my down time to increase my skill with existing software, or even expand my skills with new software. You’d be surprised how much using the help feature alone in a program teaches new things.

Nothing looks worse for an Administrative Assistant to be seen sitting idle. Regardless of how much work you do showing initiatives is very important, trust me, what they’ll remember at review time was the one time they saw you sitting with nothing to do.

Do you have anything you’d like to see included here? Please leave your suggestions below!