What Can You Approve Without Your Executive’s Review?
The most common approvals that Assistants can manage for their Executives are expenses and annual leave requests. We have examples of both processes that you can follow. When developing a planned approval process with your Executive, the more you can approve on their behalf, the quicker the process will be.
Timing and Planning
Waiting for an Executive to approve a project milestone or budget request can delay your colleague’s work, and understandably, they may get frustrated, often directing that frustration at you. Managing the process to understand the approval timeframe and when an answer can be expected from your Executive is essential.
Keep them informed if there is a delay, particularly if the approval is not urgent for your Executive. If delays are frequent, consider delegating lower-level approvals to a senior team member. If your Executive still has to approve many items, schedule time in their calendar to handle all pending approvals.
Automate the Approval Process
Waiting for approvals and signatures can slow projects down. If staff are also waiting long for leave requests or expenses to be processed, it can lead to low morale and unnecessary frustration.
Using technology to manage approvals can streamline the process, and I highly recommend software for leave requests, sickness, and expenses. In today’s digital world, paper-based requests are generally unnecessary.
Have a Policy in Place
Every organization should have policies for travel, expenses, and leave requests, ensuring that all employees understand the guidelines and expectations.
If your Executive doesn’t approve certain parts of a trip because they fall outside the policy, you can refer your colleague to the policy to alleviate any pushback.
You should also have a policy for the approval process itself. For instance, if supporting documents are required for approval, these should be submitted to you before you take the request to your Executive. If the necessary materials aren’t attached, you can reject the request before it reaches your Executive.
Mastering the approval process is just one of many skills that can elevate you in your role as an Assistant. If you’re ready to take your expertise to the next level and gain a well-rounded foundation for success, consider enrolling in our Assistant Essentials Online Course. This course covers everything from managing approvals and mastering communication to honing time management and organizational skills. Join today and equip yourself with the tools and insights to thrive as an invaluable asset in your Executive’s team.
