Could you improve your minute writing?

Minute writing is a fundamental task for most professionals. While you're in a meeting you need to make sure you record the most salient points. At the very least, you must document the action items at the end of the meeting.

For Executive Assistants (EAs), minute writing takes on a heightened importance. Most of the time, they are responsible for recording the key takeaways of meetings on behalf of their executive.

Understandably, this is a critical task. Leaders depend on EAs to absorb the information they may forget. While taking notes seems like a pretty straightforward task, there are some key ways you can make your minute writing more effective overall.

When time permits, take a few minutes before the meeting to pinpoint the purpose. By doing this you can determine what things throughout the meeting need to be recorded and which do not. This can also help you decide what kind of minute taking is needed - should you be recording the session and transcribing later? Will a detailed outline be needed? Is this a meeting where only brief notes and action items are required?

During the meeting, don't be afraid to speak up if you feel like you missed a major point or action item. Getting clarification will be critical to keeping a detailed record for your executive. At the end of every meeting make sure you walk away with some clear next steps and a general understanding that aligns with your pre-defined objectives.

Leveraging action planning to improve scheduling

It's no secret that much of an EA's day is made up of planning. Whether it be scheduling your executive's latest meeting or mapping out to-do list for the day, planning is a core part of the job description.

Effective scheduling has the potential to impact not only your boss but the organisation as a whole. Their priorities become the priorities of the business. With such a big task on your hands, it is important to ensure your planning is as efficient as possible.

You need to make certain that the planning and scheduling of your executive's day aligns directly with the business goals they are aiming to achieve. This is where action planning comes in. It functions as a form of strategic planning, where professionals take the time to identify a goal and then decide what is needed to reach the finish line.

This all starts with a conversation. Sit down with your boss and determine what their goals are for the coming weeks or months. Ask them what they need to accomplish to reach these goals. Together you can formulate an action plan to reach your targets. By highlighting key meetings that need to happen or important to-dos for your executive you can ensure your scheduling prioritises these tasks and sessions.

Improve office relationships through understanding

Securing good workplace relationships with your peers is critical to a healthy work environment. Relationships, at their core, have a lot to do with understanding. When people have a better grasp on how people function or what they need to succeed, there is a much greater chance that there will be, at very least, a level of mutual respect and tolerance.

This all starts with identifying the different types of workplace personalities. According to Forbes contributor Hanny Lerner, people generally fall into one of four main character types:

• Playfuls: The loudest person in the office - playfuls are enthusiastic and sociable. They are great at networking and making new connections.

• Powerfuls:This personality is characterised by assertive and decisive actions. They are proactive professionals that thrive when taking the lead and value credit and appreciation.

• Peacefuls:This is by far the most calming personality. They tend to be easy-going and diplomatic. While they can be hard to read, their steady demeanour can be useful in any office.

• Precise:These kinds of professionals are meticulous. They like precision and organisation in everything they do. They can be soft spoken but they are your go-to when you need anything done in a procedural manner.

When EAs, or any kind of professionals, take the time to understand their coworkers they are making an active investment in more durable and long-lasting relationships in the workplace. This can help not just with day-to-day happiness but professional networking as well.

How can EAs improve their overall productivity?

Productivity will always be an important function for Executive Assistants. With so many tasks on your plate in a given day you want to be able optimise your time as best as possible. While there are a lot of different suggestions out there for being a more productive professional, we thought it was a topic worth revisiting with a focus on EAs. Let's take a look at some concrete ways you can improve productivity from day-to-day:

• Create a to-do list: Start every morning by taking the time to write-up a to-do list. Limit this list to the things that absolutely need to get done. Having these priorities written down and placed somewhere visible can help you refocus on the things that need to get done.

• Avoid multi-tasking at all costs: Studies show that trying to do more than one thing at a time can actually result in lost productivity. Instead of completing tiny pieces of three projects at once, commit to finishing one project completely at a time.

• Minimise interruptions: While you may not be able to stop your co-workers coming up to you with urgent problems, there are some distractions you can control. Try shutting off your cellphone during the workday or blocking social media sites from your work computer.

Eliminating these little distractions on your own can result in a lot more productivity in the long run.

Compromise: Why and how

Compromise can be an important function in professional life. While you never want to compromise your values or morals for a job, it is often useful to compromise on solutions to a given problem. This has less to do with throwing your ideas out the window and more with finding a middle ground that works for all parties involved.

Compromise is an enticing option in the case of conflict because it often results in faster resolution. Both parties have to concede a few things in order to gain a few things. It can also be useful as a placeholder while you find a more long-lasting solution to a problem.

Instead of conceding to another person's viewpoint or forcing yours on them, compromise can be a great exercise in understanding and negotiation for any professional. However, it is important to clearly communicate the expectations from each party after a compromise is made. This will help ensure that the decision is well-executed and neither party goes back on their word.

For EAs, compromise can be an important tool when it comes to conflict between you and your executive. Finding a middle ground that works for both of you can ensure the relationship continues to run smoothly.

Standing your ground as an EA

As a professional that works directly for a company executive, standing your ground can be even more difficult than usual. Put simply, it can be intimidating to disagree with the leader of an organisation. However, it is absolutely critical to speak up when you feel something is wrong. This kind of relationship with an executive is critical to the success of any given EA.

This doesn't mean you can storm into your executive's office and make outlandish demands. There is a delicate balance between speaking up and speaking out. So, how do you stand your ground without coming off as too aggressive?

• Gather your argument: Before you address your boss, take some time to think about what you want to say. Is this conversation about how certain areas of the office are run inefficiently? Come to the table with a solid explanation and some concrete examples as to why these practices aren't working. Fact-based arguments are usually more successful.

• Leave the emotions out of it: Even if the topic is something that has been bothering you for months, keep your tone and word choice professional. A calm and cool demeanour will be greeted with respect, keep your cool to ensure your points are heard.

• Make sure to get action items: Don't simply vent your frustrations about a given subject and then leave the room. Make sure to ask solid questions about what will be done moving forward. Try offering some suggestions to your boss and give honest feedback on anything they suggest.