Managing the Micromanager

The job description did not include managing a micromanager. In essence, micromanagers are individuals who feel insecure about tasks being completed the way they want them done. Don't take it personal. Some managers feel that they would do the project themselves just so they know it will get done their way. Here a 4 ways to provide security for the micromanager:

1. Provide frequent updates.
In an effort to curb the constant interruptions by your supervisor who is inquiring about your status on a project, give him constant updates so that he can be assured that you are in the process of completion. If possible, give a time when the project will be completed. If others are involved in the project, cc your manager on emails so that they are kept in the "loop."

2. Ask questions. Repeat responses.
Asking questions and providing a summary of the response gives the manager assurance that you understand the project.

3. Take notes
When presented with a new project or update, get a pen and notepad and take notes. This also shows the manager that you are being attentive to the project and also provides a sense of security to the manager.

4. Provide assurance and be assertive.
Let your manager know that you will be working on the project during certain times of the day which require your full attention. Assure your supervisor you will let him know your progress. This should imply when you are working on the project and informs the supervisor that he will be updated on the project's status soon.

Our job as office professionals, is to make our managers feel at ease so that the "fear"will dissolve and we will be asked to assist on future projects which will build experience and create the trust factor.

Self Defense for Admins

We are soldiers for the office. We fight in the battlefield we call the 'office.' We as office professionals need to arm ourselves with the tools to combat the day. Here are 6 skills you need to acquire to protect yourself against the office warfare.

1. Computer Software Technology
Having the basic knowledge of the today's computer technology is essential to being a top ranking soldier in any company. You have to be able to create a PowerPoint presentation, merge a document in Word, or create a report in Excel. Get the knowledge you need. Take a course, if you already know the basics, go to the next tier and learn at the intermediate and expert levels. Enhance your resume and get the Microsoft Office Specialist (MOS) certification or Microsoft Certified Application Specialist (MCAS). For more information on these certifications, click the link http://www.certiport.com/Portal/desktopdefault.aspx?tabid=228

2. Soft Skills
Soft skills include being able to handle customer service issues and basic, appropriate, and effective interaction with co-workers, clients and customers, and management. A good office professional must be able to greet clients, answer phones, and interact pleasantly, politely, and cordially.

3. Good Communication Skills
This goes without saying. You must be able to communicate effectively with your colleagues, boss, and customers. That means getting your point across without sounding pushy or aggressive. Along with good communication comes listening skills. You have to hear and understand people. Get this month's book choice, Messages by Drs. McKay and Davis to find out the different listening barriers and how to overcome them.

4. Effective Business Writing Skills
Who wants to read a three page email? Who will take a letter seriously if there are grammatical or spelling errors? Always proofread a document prior to sending it, good proofreading includes printing the document for review. Utilize spell check and review the document for grammar errors. Your writing speaks about you as a professional, don't give the wrong impression. Take a business writing class or ask a colleague to review your writing before you make it public.

5. Join Professional Development Organizations
Joining professional organizations will give you the opportunity to network with individuals in your field. This will provide a wonderful support system, you will learn and improve skills, and have opportunities for leadership roles. Get involved. Try the International Association of Administrative Professionals (IAAP); this organization also has certification opportunities that are great resume enhancements. http://www.iaap-hq.org/http://www.iaap-hq.org/


6. Organization Skills
Filing correspondence, organizing a meeting, keeping your bosses calendar, and maintaining your office area are viable skills that all office professionals need to master. I once heard that if something is misfiled; it is lost! This doesn't look good to your superiors. Need a filing system? OfficeArrow.com has a great article discussing the "43 folder filing system." http://www.officearrow.com/home/articles/productivity/organization_and_workflow/p2_articleid/457/p142_id/457/p142_dis/3

As office professionals we take the hits, bombs, and various attacks that come with the office. We need to arm ourselves with the appropriate skills to fight and win the war! Get the knowledge and tools you need to go to combat.

Surviving the New Boss

There are two ways to make a lasting first impression on a new boss, do something really good or do something really bad. Start off on a good foot and get to know your new supervisor. Here are five ways to create a positive working environment for the new manager.

1. Provide Your Boss with a Bio More than likely you will be given background information on your new supervisor, so why not return the favor. Give him or her a chance to get to know you- the competent employee. Forward your resume, create brief descriptions of recent projects you have completed for the company, or a CV. This will give your superior an opportunity to get to know your capabilities and skills.

2. Give Your New Boss Space & Time
Give the new person an opportunity to get to know and understand how everything works. When he is ready to meet, he will let you know. When given the opportunity, make your mark.

3. Ask Questions
Don't be afraid to ask questions and get expectations. Try to get a feel for your new boss' leadership style. Getting to know how your boss operates will make for a better working relationship. You may need to adjust your communication style, if your previous boss was more hand's on and this one is not, you will need to communicate and ask questions for clarification more often.

4. Make Your Workplace Presentable - Clear Clutter
You should be given a date when your new boss will start. Clear your workspace; make it look presentable. A cluttered work area says that you are disorganized or disheveled, don't make this a first impression.

5. Let the Past Go
Unless you are asked, don't reference the previous supervisor and do not compare your previous supervisor to the new one. Move forward with the new person, remain open-minded and positive. Never speak negatively about a previous employee.

First impressions are important. Getting to know your boss will take some time, be patient. Let your supervisor know that you are a dependable, reliable employee who is open to change. Be a team player. Openly welcome this individual and make him or her a part of the team.

Communication Case #2 - the Mind Reader

More Adventures of the Pseudo-Listening Manager


In this week's episode of the Pseudo-Listening manager, Stanley Partial, is experiencing his clairvoyant capabilities - mind reading. The mind reader is someone who is busy trying to figure out what the person is REALLY thinking and trying to say but just not verbally expressing themselves.

At the conference, Stanley encounters a previous employee who left the company over a year ago for a managerial opportunity at another firm. While exchanging pleasantries, Stanley was really thinking that this guy left the company because he didn't like the staff and wasn't happy with the company. He was thinking this guy would have taken a job at a fast food restaurant just to get away from his co-workers.

Mind reading notions stem from hunches or vague misunderstandings, and have very little to do with what the person is actually saying. This type of listening barrier impeded Stanley from effectively communicating with his past colleague because of his false interpretations which could have very well been incorrect.