CONTINUING our regular look at situations in the workplace, this week we look at how to be the perfect, invaluable personal assistant:
1. TAKE accurate, detailed phone messages. Always write down the name and company of a caller - and the time of the call.
2. CREATE an emergency kit - birthday cards, clean tie/new tights, mouthwash, headache tablets and a copy of all essential phone numbers/codes.
3. IT may not be politically correct, but it is worth knowing the names of the boss's spouse and children - and preferably their birthdays.
4. KEEP an up-to-date copy of the boss's diary and don't throw away old ones, at least for a year or two. Consider getting an electronic one with alerts set up for important dates.
5. AN internet-based diary can be a good idea, as you or your boss can access it if one of you is away and changes can be seen instantly.
6. IF he or she goes away, keep two files - one for urgent action upon his or her return and the other for whatever they need to deal with after that. Make sure all the deadlines and RSVP dates on invitations are highlighted.
7. DON'T snatch at a ringing phone, it suggests you're not busy enough>. Programme the most used numbers into the phone for speed dialling.
8. IF visitors arrive early, keep them happy with a cup of coffee and something to read - that will help to take their mind off what's going on around them.
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