Handling Conflicting Priorities
Jodith Allen | Administrative Arts
Do you ever feel like you’re caught in a game of tug-0-war….and you’re the rope? These days, supporting multiple managers is the norm more than the exception, and it isn’t uncommon to receive conflicting priorities from the various managers you support. It is imperative to learn to manage conflicting priorities as an Administrative or Executive Assistant. Because you know what? You’re the one who’ll get the blame if everything isn’t done on time.
So, what do you do when you have multiple managers, each with their own urgent priorities, trying to pull you in different directions? This is where your negotiation skills will stand you in good stead.
Talk to the Managers Individually
Your first step should be to talk to the managers involved individually. Ask them not just when they want a project completed, but what is their absolute, drop dead date when it must be done. Often, when put this way, the manager will acknowledge that there may be some leeway in their deadline. I usually ask this question any time I get a project, just so I can avoid having to ask if a conflict arises. I always shoot for the “want” date, but sometimes have to fall back on the “must have” date. Remember, though, to always let a manager know if you need to use the fall back date.
Have a Meeting with the Managers Involved
Often, just talking to the managers and letting them know that you have some conflicting priorities will resolve the issue. If it doesn’t though, set up a meeting with the managers together to resolve the issue. Remember, you are not there to make a decision. You are there to inform and negotiate. Even if you have the authority through your boss to make these kinds of decisions, it’s better politically to get the conflicting managers to come to an amicable decision on their own. If you have knowledge of what your boss’s priorities are, that information can often help realign priorities a bit. Compromise is the name of the game. If you can convince both managers to each move a bit, you can often get your issue resolved.
Get Your Boss Involved
This is the last ditch effort. If you absolutely cannot get the managers to compromise, then take it to your boss to make a decision. Why is this the last thing you want to do? As a high level administrative assistant or executive assistant, you need to learn to handle these types of conflicts without involving your boss. That’s part of the expertise many high level executives want to see in their admins. If you have to take these decisions to your boss on a regular basis, then you need to look at your skill set. Figure out what skills you are lacking and find appropriate training to improve those skills.
As an administrative or executive assistant, you must be able to negotiate priorities quickly and without causing ill feelings among your managers.