In a recent survey conducted with The EA Campus readers, we found that many Assistants struggle with the massive amount of work they must complete daily. The fast-paced environment, endless deadlines, and constant demands on their time have become the norm. This article covers how Assistants can keep up in a fast-paced working environment.
Assistants often work at an extremely high capacity, handling a large workload. They are tremendous assets to their organizations; however, the speed at which they work can lead to burnout. So, how can Assistants survive and thrive in a fast-paced working environment? Let’s look at some points to consider.
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Working in a fast-paced environment is challenging but has become much more expected today. Competing deadlines and other people’s urgent needs are daily realities that Assistants must manage.
Building resilience for this environment is essential. Assistants must look after their minds and bodies to avoid high-stress levels and burnout.
The ability to adapt and change is also crucial. Flexibility is essential for anyone working in this type of environment, but for Assistants, it’s vital. We ensure our Executives meet urgent deadlines in a fast-paced working environment that can change from one hour to the next. So as Assistants, we can’t resist change. We have to embrace it, stay flexible, and move forward.
But it doesn’t stop there.
Let’s dive into strategies that help Assistants keep up in a fast-paced working environment.
Assistants must always ensure they’re on the same page as their Executive. This is only possible with constant and consistent communication with their Executive and colleagues.
Assistants need to know priorities, objectives, deadlines, tasks, and, of course, when something changes.
It’s your job to ensure the communication channels are effective.
This could mean daily huddles with your Executive or a regular weekly catch-up that doesn’t come off the calendar. You might keep in touch via messaging apps or periodic emails.
Whatever the method, ensure you communicate regularly and effectively. This will help you thrive in a fast-paced working environment.
Assistants often work with multiple Executives or in large teams, which means their work is generated across various departments and sources. Tasks come from many different business areas, each with its own urgency and deadlines.
This means Assistants must focus on the business’s rather than individual priorities. They need to understand the organization’s strategy to identify what should be completed first, what’s essential, and what tasks move the business forward.
Time management is challenging in a fast-paced organization, so prioritizing is crucial.
Assistants must be laser-focused on their priorities and learn to push back on unnecessary tasks.
A key skill for Assistants is negotiating and countering others’ deadlines. You need to determine if the deadline is self-imposed or driven by the organization (or a client). Once you know this, you can decide where that task fits among your other deadlines.
We have an excellent session on The EA Campus about how Assistants can manage their time, workload, and competing deadlines.
Assistants should make use of technology to support their work, especially in a fast-paced environment.
There are many project management and collaboration tools that Assistants can use to manage tasks and prioritize deadlines.
But it doesn’t stop there.
Make use of technology to automate administrative tasks.
This includes travel management, expenses, meeting minutes, and event planning, just to name a few.
Once you’ve chosen the tools you want to introduce to your workflow, champion that tool, use all of its features, and make sure to share it with your Executive and team—they might find it helpful too!
Lastly, once you use technology to support your role, think about taking on strategic work that moves the business forward.
Many Assistants I’ve met over the years consider perfectionism essential in the role. I’m here to tell you: it’s not.
Perfectionism leads to unnecessary stress and delays.
Assistants can spend too much time stressing over every detail, ensuring everything is perfect, and worrying excessively that deadlines might be missed or projects left unfinished. This, of course, can only and will only lead to burnout.
It’s unhelpful, particularly in a fast-paced environment.
Remember, things don’t always need to be perfect; sometimes, projects can start later, and what seems urgent to someone else might not be relevant to you.
When you need to turn around work quickly, aim for a baseline level that meets requirements, check it over, and move forward. Endless tweaking will only slow you down.
Done is better than perfect.
When Assistants work in a fast-paced environment, it can be easy to get caught up in the culture, especially if your Executive is driving everyone to work at that speed.
Don’t get me wrong, it can be exhilarating to work full-throttle, but you must remember what you’re sacrificing to meet your deadlines.
If you find yourself neglecting important things in your life due to work, take a break and reflect on your priorities.
Is the fast-paced environment right for you? For some Assistants, it’s thrilling; for others, it may not be the best fit. Take time to assess your boundaries and needs.
Last but not least, if you’re an Assistant in a fast-paced environment, you need to take regular breaks throughout the day—and use your vacation days. You need to rest as hard as you work!
Even the busiest Assistant needs downtime (including switching off the phone and laptop). Never be afraid to make that happen. It’s critical to thriving in a fast-paced working environment.
Being an Assistant can be demanding, and the pressure to maintain high output in a short time can be overwhelming. This article has explored tips and tricks to help Assistants thrive in a fast-paced environment while protecting their well-being.
By keeping these strategies in mind, you can manage your day-to-day tasks more effectively. If you’re able to identify what works best for you, you’ll become an even greater asset to your organization. But remember, it’s important not to focus on work 24/7—taking time for yourself is essential among your responsibilities as an Assistant.
We hope these insights help you excel in a fast-paced environment. Your skills are needed more than ever to meet deadlines and drive business objectives forward. Don’t forget to automate your simpler tasks—start by downloading our Frequent Replies template.
For more guidance on thriving as an Assistant in a fast-paced workplace, consider signing up for the Effective Assistant Online Course. You’ll gain invaluable advice on building strong administrative skills and strategies designed specifically for those working in high-demand environments. Ready to take your skills to the next level? Join us and discover the tools to excel in your career!
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