I currently have two executives, a project manager, and thier direct reports that I do tasks for and your approach is the one I've taken.
What has worked best for me has been keeping an electronic "to do" list on my Microsoft Outlook task manager. I give each person a color and prioritize each task as high, medium or low.
Another trick I learned at a conference for organizing my "to do" list for maximum effect is the following:
Write a list of seven "to do's" that you need to get done today and rank them in order of importance from 1-7.
Next, rank the list by a timeline in which you need to get them done:
1 = Now (Within the next 24 hours)
2 = Within the next 2-3 Days
3 = Whenever
Multiply the timeline number by the number of importance that you originally gave that item. (ex: you gave the item a ranking of 3 and a timeline number of 2, so the final number is 6)
Then, re-order your list from the smallest multiplied number to the largest. This is the order in which you need to accomplish those tasks today. Don't let yourself get out of order (unless you're waiting on something from someone in order to complete the task).
For follow-up's I put reminders on my follow-up items so that they pop up on my computer the day I need to follow up on them. If you're using paper, schedule the follow-up for a specific item in your calendar so you have it on that day's "to do" list.
Hope that helps!
Christie
Christine E. Russell
Administrative Assistant to the COO, CFO and Physician Practices
600 Saint Johnsbury Road
Littleton, NH 03561
p. 603-444-9561
f. 603-444-0443
www.littletonnhhospital.org "It is no use saying 'We are doing our best.' You have got to succeed in doing what is necessary."
- Winston Churchill
